Job Description:
Under the supervision of the Dean, the Assistant to the Dean provides support by acting as principal assistant to the Dean for activities/projects in which the latter assumes a direct role.
Responsibilities Assists the Dean in convening meetings
Arranges the logistical requirements of these meetings Prepares the minutes of these meetings Helps manage the Dean's schedule and requests for appointments Coordinates major School events, such as but not limited to, commencement exercises, annual conference, strategic planning workshops, Christmas gatherings, and outreach activities
Supervises preparation and distribution of invitations, handouts, memos and announcements from the Dean’s Office Conveys instructions of the Dean to the administrators, staff or faculty and monitors compliance With support of an office staff assistant, gathers feedback, as required on memos issued to faculty and administrators
Gathers data that serve as inputs for certain reports to be prepared by the Dean Gathers/collates data from source units and draft reports for review by the Dean before final preparation Receives and checks materials for signature by the Dean. Make notes/comments on certain materials as necessary to give Dean basic information that is deemed significant in relation to certain matters/disbursements Prepares correspondence and memos of the Dean
Reviews incoming correspondence Gathers information/data from divisions/individuals for background notes for Dean’s reference as needed Coordinates essential administrative and program services to maintain an organized work flow for the general operations of the unit Assists the Dean and the Director for Administrative Services in preparing the annual budget Assists the Dean in managing the procurement process for AGSB and attached units Helps monitor funds and DCB accounts of School Supervises the AGSB Office Staff and Dean’s Office Staff Oversees staff activities organized by the Staff Coordinating Group, e.g. team building, R & R, etc Approves / endorses monthly reports on staff absences, tardiness, under time, facilities request by AGSB and non-Ateneo organization in behalf of the Dean Attends to faculty members, students, staff and members of other APS units requesting to speak with the Dean over a variety of matters. For instances such as these, make appointment with the Dean where necessary or direct individual to other administrative officer(s) or section/division that can handle the matter At times attends to special requests or complaints made by faculty members and students. Assists the Dean or the assigned Committee in addressing and resolving critical issues involving faculty, administrators or students Coordinates preparation of summary of faculty evaluation ratings per trimester for Dean’s reference and for determination of faculty teaching rates in coordination with degree programs assistants prior to start of school year Serves as member of certain University committees, namely, Healthcare Committee, HRMO-AP Committee, University Communication Coordination Council, Christmas Parks Committee Performs any other tasks as may be assigned by the Dean Minimum Qualifications:
Bachelor’s Degree Minimum of 3 to 5 years work experience, preferably in an educational institution. Proficient in Microsoft Applications Skill in managing and keeping track of the variety and volume transactions and activities in the Dean’s Office Good organizational skills Skills in building rapport among faculty members, students, and visitors Commendable interpersonal Skills Communication skills in dealing with internal and external stakeholders Organized, attentive to details Excellent communication skills. Attentive to detail
