Administrative Assistant at the Department of Communication  

Under the supervision of the Department Chairperson, the Administrative Assistant I provides administrative and other office support services in the day to day operations of the office.

Responsibilities:

• Frontline and Clerical Support
  • Makes appointments for the Chairperson and monitors the work calendar to remind him/her of scheduled activities and deliverables.
  • Receives incoming memos, screens and routes documents
  • Safeguards, maintains, and manages confidential matters/documents of the office
  • Ensures the physical upkeep of the Department
  • Coordinates and disseminates information on Ateneo policies, procedures, conferences, schedules, deadlines, and memos among departments, Centers, faculty, students, parents, outside guests
• Academic Documentation
  • Prepares and finalizes class offerings and schedules, room assignments every semester
  • Encodes and posts on AIFIS and intra-AIFIS every semester including students’ evaluations of courses and faculty
  • Maintains, updates and monitors record of undergraduate and graduate students
  • Compiles documents for new courses, curriculum and course reviews.
  • Prepares Department Initiated Load Revision, Graduate & Undergraduate New Course Proposal for approval and Comprehensive Exam Questions for submission to the Office of the Associate Dean for Academic Affairs
  • Prepares documents (Course Offerings, Tutorial classes, Dissolved Classes, Class Schedule Change, Final Examination List, Letter of Request for tagging certain classes, Comprehensive Exam result, Letter for Thesis defense) for approval of the Chair to be submitted to the Office of the Registrar
  • Prepares documents (Faculty Adviser & Style Readers for Thesis/Dissertation/Independent Project/Practicum paper/Research paper and Culminating Project) for submission to the Office of the Associate Dean for Graduate Programs
  • Assists in the preparation and compilation of documents for PAASCU, Center of Development, and AUN Assessment
• Advisement and Registration
  • Assists the Chair, faculty members in the online and manual registration process of the department
  • Inputs & updates student’s Individual Program of Study after approval of load revision form by Chair
  • Assists students in the IPS updates for registration, JTA applications and course validations, evaluates students for hold-orders and graduation clearances
  • Prepares documentation and submits list of students for pre-enlisted courses every semester to the Office of the Registrar
  • Disseminates information regarding student advisements and sign-ups for pre-enlisted courses
• Faculty Related Documentation
  • Assists in processing appointment papers and documents for new full-time faculty members, returning part-time faculty, new part-time faculty, graduate assistant, and department personnel
  • Prepares/updates documents (Advance Approval for New Faculty, Approval Form for Rehiring of Part-time Faculty, Faculty Loads, Advance Consolidated List of Part-time Faculty Recommended for Hiring including salaries, Third Summer Leave, Faculty Consultation hours, Waiver Requests, Tutorial Classes, Laboratory Fees, Final List of Course Offerings and Dissolved Classes) for submission to the Office of the Dean
• Budget and Financial Management Support
  • Monitors office budget and DCB accounts of the Office
    • Keeps financial records and expenses account of the Office
    • Checks and confirms bills and other statements of account before payment
  • Proposes and prepares the yearly budget for new equipment, major and minor improvements, faculty and administrative salaries, department budget and supplies expenses, based on the previous year’s budget
  • Handles and prepares reimbursements and liquidations, purchases for equipment, laboratory and office supplies
  • Prepares Order for a Check, Petty Cash Vouchers and requests for Budget Transfers
  • Purchases, monitors and maintains sufficient stock of office supplies and laboratory supplies
  • Makes follow up calls on salary payments for part-time faculty and graduate assistant
• Logistical Support to Events
  • Assists in the logistical & secretariat preparations of department conferences, seminar and special events
  • Communicates with the other staff and key personnel in other schools, companies and organizations with regard to logistical requirements of various events and activities
  • Facilitates requests from other offices for the use of facilities and equipment, coverages and documentation

• Bachelor’s Degree
• With at least 5 years of experience working in the academe
• Has good interpersonal skills
• Has good written and communication skills
• Ability to handle various office and student inquires is highly recommended
• Ability to multi-task and to work under pressure
• Skills in managing and keeping track of the variety and volume of data regarding faculty and student needs and requirements
• Bookkeeping knowledge in monitoring of disbursements from the departmental budget in an efficient manner
• Ability in coordinating and managing funds generated and used in national and international events initiated by the department
• Attention to detail