Project Staff  

The reliever project involves providing temporary frontline, administrative, and supplies and equipment management support to ensure continuity of operations during the absence/leave of the office’s Administrative Assistant VI. The position also provides support during the commencement exercises. The position directly reports to the Assistant Vice President for Undergraduate Education.

Principal Accountabilities and Project Deliverables

I. Frontline Duties and Administrative Support

• Prepares office memos for timely release
• Serves as liaison with undergraduate education support offices, Mission Integration offices, and offices within the Higher Education sub-cluster.
• Oversees and manages the calendar, meeting, and appointment schedules of the AVP for Undergraduate Education.
• Handles coordination and logistical support requirements for meetings, activities and events organized/headed by the Office.
• Assists the AVP for Undergraduate Education in reportorial requirements by obtaining needed data and summarizing the information.
• Handles logistical requirements relating to the evaluation of courses and faculty at the undergraduate level, including the preparation of the semestral schedule for the online evaluation of courses and faculty, in coordination with Office of the Vice President for Digital Information and Technology Services

II. Supplies and Equipment Management Support

• Oversees the physical upkeep of the office and coordinates job order requests with the Central Facilities Management Office for repair and maintenance.
• Ensures that office supplies and resources are replenished, properly stored, and in good working condition.

III. Commencement Exercises Support

• Point person for the preparation and distribution of graduation invitations and memos to graduating students.
• Prepares graduation announcements and reserves the graduation promotion board.
• Attends rehearsals and serves as an usher during the event proper.

Description of Education, Competence, and Experience Required

• 4-year College Degree
• At least one (1) year of related work experience, preferably in an academic setting
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.
• Communication Skills: Very good written and verbal communication skills
• Interpersonal Skills: Ability to work and relate with teams; Comfortable with communicating/ dealing with big groups and the public
• Critical Thinking and Problem Solving: Ability to identify an issue or problem, framing it as a specific question to get into the root of the problem, and evaluating information relevant to the question, then integrating information to develop a solution
• Time Management Skills: Ability to use one’s time and resources efficiently and effectively