Department Secretary

JD still for further review and revision

Secretarial Support to the Department Chair

• Provide clerical and administrative assistance to the Chair, keeping track of appointment schedules
• Perform routine and office functions
• Provide logistical support to department sponsored activities and events
• Monitor department compliance with deadlines and requirements of JGSOM, Higher Education and University Administration
• Perform other functions as may be required by circumstances
• Monitor Office inventory and the maintenance of facilities and equipment under the department
• Initiate requisition for replenishment of supplies
• Maintain cleanliness and physical upkeep of the office
• Arrange the use of facilities and equipment for course requirements

Budget and Financial Management

• Prepare monthly and annual budget summary of expenses. Keeps financial records and expenses of the office
• Prepare yearly budget requests for the office supplies, new equipment, minor and major improvements, international competitions, etc.
• Prepare check requests, petty cash and budget realignments
• Check and follow up on salary payments for the Part-Time faculty as needed
• Process reimbursements thru Central Accounting Office Payments System

Communications and Coordination

• Serve as communication link between the Chairperson, faculty, students, program directors, JGSOM, HE and University offices as well as other stakeholders
• Coordinate and organize departmental presentations and exams

Records and Documentation

• File, maintain and safeguard the confidentiality of all Department records
• Assist the Chair to compile data and submit various reports upon the request of the different offices
• Prepare the semestral schedules and assist the Chair in the assignment of courses
• Ensure that office records and documents are organized and properly filed for proper turnover

Faculty Recruitment

• Assist in sourcing Part-Time faculty by contacting alumni and former faculty members
• Collect application forms for teaching positions
• Schedule applicant interviews and teaching demonstrations
• Collect and ensure completion of all hiring/employment documents of new faculty, as identified by the HR in a timely manner (before the faculty teaches)
• Coordinate with HR and ensure that faculty are given their ID numbers, email address, access to Canvas

Course Logistics

• Provide logistical support to faculty, such as but not limited to class handouts, long tests and final exams
• Coordinate for the technical support of faculty for their Canvas and other online teaching support provided by HE and DITS
• Conduct and supervise faculty evaluations (if onsite)
• Assist the Chair in the timely collection, review and submission of grading sheets and class lists

Registration Logistics

• Prepare a draft of the course schedule upon consultation and planning with the Chair
• Ensure and monitors the timely submissions of documents to the Registration Office
• Coordinates with RO for registration preparations

Student Assistance

• Coordinate the scheduling of faculty consultations with students
• Assist in the processing of load revisions
• Attend to student queries and needs

Department, School and University Activities

• Assist in the preparations and execution of deparment talks and special activities, school based events (Faculty meetings, Recruitment activities eg Open House, year end activities eg. Testimonial Ceremony, Graduation
• Coordinate with Campus Security and Campus Facilities for the preparation, implementation of activities and events

Minimum Qualifications: Knowledge, Skills, and Abilities:

• Interpersonal (collegial and pleasing personality) skills.
• Oral and written communication skills.
• IT skills (Proficient in the use of computer and latest computing programs and tools eg MS Office, Google Work Space).
• Administrative, organization, and coordination skills.
• Ability to work effectively and efficiently under pressure and with minimum supervision.

Education and Experience Requirements:

• Bachelor's Degree
• With at least 3 years of experience, working in the academe is an advantage

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.