Office Assistant | Law School | Makati  

Summary of Work Activities and Responsibilities:

Under the direct supervision of the Associate Dean for Academic Affairs (ADAA) of the Law School, the Office Assistant V primarily performs secretarial support to the office of ADAA. S/He provides administrative support for activities under the ADAA and at the Dean’s Office for academic-related matters.

Main Duties and Responsibilities:

I. 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 the ADAA in preparing correspondences, presentations, and reports
• Prepares budget proposals and financial (e.g. requests for check, liquidation, reimbursement) reports for review and approval of ADAA

II. Administrative Support for Faculty and Academic-related Matters

• Assists the ADAA in coordinating the schedule of classes based on faculty loading and availability
• Assists the ADAA in assigning classrooms to the core and elective subjects
• Prepares (i.e. gathers, types, reproduces, collates and binds) and files class reference 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
• Assists the ADAA with matters related to the logistics of examination process
  • Assists in assigning proctors for midterm and final examinations, and prepares payment requests for their services
  • Serves as custodian of the examination questionnaires
  • Assists in the reproduction, collation, and distribution 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 at 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

III. Supplementary Support

• Gathers relevant statistical data for reports submitted to University offices (e.g. University Global Relations for University ranking) and other agencies and government 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

IV. Performs other duties as may be required of the position.

Knowledge, Skills and Abilities:

• 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)

Education and Experience Requirements:

• Graduate of a management-related degree
• At least 3 years of relevant work experience
• Experience in an academic setting is an advantage