Office Assistant  

*For pooling. The job description may be subject to further review.

Under the supervision of the Chair of the Department, the Office Assistant performs office support functions for the department’s academic graduate programs, particularly the Master of Arts in Journalism blended online/on-campus program.

Office Operations

1. Performs routine office operations such as photocopying, scanning, and receiving incoming correspondences/documents and calls, as well as relaying messages to appropriate parties
2. Maintains and updates the database of graduate students of the Department
3. Archives online classes

Student Applications and Admissions

1. Coordinates with the concerned offices regarding new student applications
2. Oversees the processing of applications in the Department, including the scheduling of necessary interviews and the prompt filing of related documents
3. Channels appropriate inquiries regarding the graduate programs of the Department to the Faculty Coordinator in charge and/or the Department Chair
4. Sends Department letters of acceptance and rejection to concerned applicants.

Pre-Registration and Registration Matters

1. Coordinates with and provides administrative and documentary support for the Department Chair and the Faculty Coordinator for the MA Program regarding semestral course offerings (Note: Communication with graduate faculty is primarily the responsibility of the Faculty Coordinator in charge)
2. Follows-up contracts and compensation for faculty members
3. Conducts preliminary surveys among graduate students regarding preferred courses before the finalization of semestral course offerings.
4. Provides advisement information based on surveys to the Department Chair or faculty-in-charge for inclusion into the system
5. Requests for appropriate registration documents (e.g. authorization letters, information sheets) from foreign and non-Luzon based MA students
6. Registers foreign and non-Luzon based MA students
7. Follows-up the submission of course materials from instructors i.e. scanning, uploading, and distributing necessary materials
8. Provides a list of officially enrolled students and their courses to present custodian of the graduate program’s online facility for inclusion on the online platform.

Course Proper Activities

(For Online Courses)

1. Sends completed student profiles to instructors.
2. Monitors enrollment and registration of students in online classrooms.
3. Provides all concerned units with copies of course schedules.
4. Monitors the performance of students/teachers in online courses on a weekly basis, particularly in terms of attendance in chat sessions and postings; reports to the Department Chair/MA Program Coordinator of developments.

(For On-Campus Components of Core Courses)

1. Coordinates with the Department and the Office of the Associate Dean for Student and Administrative Services for the identification and reservation of required classrooms and/or computer laboratories.
2. Coordinates with the concerned Center and the Office of International Relations regarding the housing accommodations for non-Manila-based instructors and students, including travel and transportation requirements.
3. Follows-up the submission of course materials for on-campus sessions from instructors; i.e. photocopying and distributing necessary materials.
4. Assists the MA Program Coordinator in the development of the orientation program for new students, including the crafting and distribution, and confirmation of invitation letters to new students and guest speakers.
5. Distributes, collects and collates responses of course evaluation forms for on-campus sessions.

(Others)

1. Assists in Department special events, as assigned.
2. Performs all other duties as may be reasonably required of the position, in accordance with the instruction of the Immediate Supervisor, and its duly authorized representative.

• College graduate
• With at least one (1) year of relevant office experience
• Has commendable interpersonal skills
• Ability to handle various office and student inquires is highly recommended
• Has good oral and written communication skills
• Proficient in MS office applications
• Organized, systematic and efficient with excellent attention to detail and can work with minimal supervision
• Able to work under pressure while maintaining a professional attitude