Job Description:
Frontline and Secretarial Function
Acts as secretary to chairperson
Attends to calls and messages of the Chairperson Makes appointments and does clerical tasks assigned. Receives and sorts all documents and communication emanating from the office of the chairperson and forwards to offices concerned as needed. Receives and relays messages for faculty members. Maintains documents, files and records of the Chairperson. Coordinates arrangements for faculty meetings (prepares announcements, confirms attendance, prepares and reproduces materials, and arranges for venue and refreshments). Keeps file of confidential documents (Faculty Evaluations and Comprehensive Exam Questions. Receives memos, fliers and other documents from various offices. Prepares practicum letter for graduate students. Distributes and submits application for AISIS and email account of newly hired part-time faculty Retrieves and distributes departmental mails. Receives and sorts office mails by date of arrival and forward to recipient, e.g. chair Types and posts notices and announcements on bulletin boards Manages (updates and removes) notices and announcements on bulletin boards Reserves venue and food for department meetings and parties. Provides logistical support for R&R, Teambuilding/Planning Purchases of tokens, gift, flowers for invited resource persons Documents and Records Management
Creates and maintains 201 folders of newly hired PT faculty. Takes charge of printing and reproducing Instructional materials and examinations for faculty and Chair. Prints completion forms and grades from AISIS. Checks and submits documents for appeal for change of grades. Handles inquiries on Departmental course offerings and other non-routine matters. Financial Support
Drafts faculty & staff budget, other department reports and income statements. Prepares Orders for Checks, cash advances budget transfers and purchase requests of the department. Monitors department budget balances and handles bookkeeping. Handles petty cash, request for reimbursements and liquidation reports. Receives and checks, OCs, liquidation reports, cash advance requests, certificates from CORD, Bulatao Center, PAC for signature of the Chairperson. Supplies and Equipment Management
Serves as custodian of department-owned books, thesis and other donated collections. Serves as custodian of department keys and equipment Ensures proper care and maintenance and takes charge of reservations for the department’s facilities and equipment (not assigned to specific rooms) requested by faculty and students, e.g. LCD, OHP Monitors the stocks for office supplies and equipment, including requisitions and distributions of replenishments Maintains the general upkeep of the Department. Monitors and ensures appropriate use of designated faculty computers. Administrative support for Comprehensive Exams
Provides administrative support to comprehensive examinations for M.A. and Ph.D. students. Consolidates comprehensive examinations for MA & PhD students Coordinates with students regarding schedules and other details related to the examinations. Informs students schedule of comprehensive exam orientation, venue and time. Collects and labels USB of students during comprehensive exams Double checks the computation of grades of MA & PhD students Informs students of their comprehensive exam results Prepares reports on official comprehensive examination results/grades (subject to faculty approval) and submits to offices concerned. Administrative support for Student’s Registration
Prepares and implements registration sign-up sheets of graduate students. Assists in the early advisement and advising process. Entertains calls from Regcom. Ensures Load revision forms are signed by the Chair. Orders food/snacks for faculty and staff Administrative support for Departmental Workshop
Prepares billings for summer workshop Prepares summer workshop certificates of attendance (non-credit) Prepares financial report Prepares payment for facilitators Administrative support for Thesis/Dissertation of Graduate Program Students
Assists in set-up of defenses, provides food for the panelists Informs students when thesis is ready for pick up Prepares the documents related to Faculty Advisers & Style Readers for Thesis/Dissertation/Independent Project/Practicum paper/Research paper and Culminating Project for submission to Graduate Programs Office Administrative support for Faculty/Course Evaluation and Faculty Consultation Hours
Prepares and administers student/course evaluation for graduate students Prints the faculty evaluation results for submission to Deans office Encodes qualitative comments Website/ Facebook Management
Serves as the Website coordinator by updating and posting changes/announcements on the website and Facebook account. Minimum Qualifications:
Bachelor’s degree, preferably with background in bookkeeping or management. Work experience in the school setting is an advantage. Expresses thoughts clearly both in oral and written form Responds to clients with appropriate behavior and level of urgency Interacts positively and effectively with different types of people Proficient in MS Office application Plans, organizes, and prioritizes office schedules and budgets in an efficient manner. Flexible and has initiative at work Can work cooperatively with others towards a common goal Has the ability to balance multiple tasks at a given time Attention to details
