Job Description:
Secretarial Support to the Associate Dean for Academic Affairs (ADAA) Oversees the necessary preparations needed for the meetings, events, and projects organized or attended by the ADAA
Coordinates schedules, invitations, venues, food, materials, and transportation for faculty related activities and events Takes minutes of meetings Obtains necessary information and summarizes the data for ADAA’s reference Drafts correspondences, presentations, and reports for approval of the ADAA Prepares budget proposals and financial (e.g. requests for check, liquidation, reimbursement) reports for approval of ADAA Administrative Support for Faculty and Academic-related Matters Coordinates the schedule of classes based on faculty loading and availability Assigns classrooms to the core and elective subjects with the instruction from ADAA Prepares (i.e. gathers, types, reproduces, collates and binds) and files class reference and materials as may be requested by faculty Communicates class schedules, announcements, and pertinent deadlines to students Coordinates with class beadles on behalf of faculty, when necessary Provides logistical support during examination
Assists in assigning proctors for midterm and final examinations, and prepares payment requests for their services Serves as custodian of the examination questionnaires Reproduces, collates, and distributes of examination questionnaires for use during examination period Encodes examination questionnaire as may be requested by faculty Receives, photocopies (when necessary), and safeguards examination questionnaires, students' reports/papers for faculty members as may be requested by faculty Assists the ADAA in following up the submission of grades by the faculty Maintains the physical arrangement and manages the stocks and food supplies of the faculty lounge Administers and encodes faculty evaluation Serves as secretary to the Standards Committee
Arranges meetings and provides secretarial support services Receives and collates appeal cases for the review of the Committee Documents Committee work and recommendations for the Dean’s decision, and then forwards it to the Registrar’s Office for implementation Monitors availability of parking slots and prepares car passes/stickers for faculty Supplementary Support Gathers relevant statistical data for reports submitted to University offices (e.g. University Global Relations for University ranking) and relevant government or other offices (e.g. Legal Education Board and Philippine Association of Law Schools) Provides logistical support to University, Professional Schools, and Law School events and projects Assists the Admissions Committee in the evaluation of transcripts of new students to determine compliance with admissions requirements Others Performs other duties as may be required of the position. Minimum Qualifications:
Graduate of a management-related degree At least 3 years of relevant work experience Experience in an academic setting is an advantage Systematic, organized, and attentive to details Basic bookkeeping and financial management skills Team player; people and interpersonal skills are must have to be successful Working knowledge of operating various office equipment such as photocopiers, facsimiles, photo-capturing device Proficient in MS Office applications Has good command of English language (oral and written)
