Office Assistant for Confucius Institute

Note: JD still under revision and may be subject to further changes.

Summary of Work Activities and Responsibilities:

Under the direct supervision of the Institute Director, Office Assistant IV provides administrative support related to the Institute's services.

Main Duties and Responsibilities:

I. Resource and Information Services

• Implements the Center's information policies and procedures.
• Implements convenient and cost-effective access to the Center's information services, technology and media.
• Prepares reports related to information services, technology and media services, resources and activities.

II. Access to collections and resources

• Maintains collection management policies and procedures.
• Performs original classification of print, audio-visual and electronic resources.
• Develops and maintains special indexing systems and files for special collection.
• Ensures an accurate inventory of resources.
• Ensures efficient retrieval by users.
• Maintains inventories, compiles statistics and generates reports as required.
• Develops and maintains cataloguing procedures.
• Determines the type of cataloguing required.
• Enters cataloguing data into the library's automated systems.

III. Frontline support for users

• Responds to daily on-site requests for information.
• Guides users to effectively search the catalogue, internet and other electronic resources.
• Provides an interlibrary loan service for both books and audiovisual materials.
• Maintains records for the interlibrary loan service, circulation files, records and statistics.

IV. Provides research services for the directors

• Collects data and other materials needed in the research projects of the Institute.

V. Perform other duties as may be required by the Immediate Supervisor and authorized representative.

Minimum Qualifications: Knowledge, Skills and Abilities:

• Knowledge of library services
• Communication skills
• Interpersonal skills
• Proficient in MS applications

Education and Experience Requirements:

• Any Bachelor's degree preferably with Chinese language units

Stakeholder Relationship:

• The Office Assistant IV will work closely with the Ateneo Confucius Institute's Directors, Program Officers, and Program Assistants. The employees will provide administrative support related to the Institute's services.
• The position will also involve working closely with the Institute's students, who are mostly professionals, and with language teachers. The employee will oversee social media marketing, class enrollment, and teacher loading.

The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo's Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.