Office Assistant at the IS Department  

Under the direct supervision of the Chairperson, the Office Assistant IV (OS-04) performs secretarial and clerical duties to support the daily operations of the department.

Responsibilities:

• Secretarial Support to the Chairperson
  • Receives and endorses the following official forms for the Chair’s approval: Shifting, LOA, validation, load revision, and clearance.
  • Arranges meetings with the faculty members, students, and visitors.
  • Assists the Chairperson and the Academic Adviser during academic advisement and semestral online and regular registrations.
  • Encodes IS students’ pre-enlistment for Chairperson’s approval
• Frontline and Student Support
  • Serves as receptionist and attends to incoming correspondences (mail, calls) and visitors and directs them to appropriate personnel.
  • Attends to students’ inquiries about course curricula, academic load, activities, shifting requirements, etc. and forwards it
  • Updates and informs the students of department announcements, invitations, faculty messages, information related to school programs like JTA and Job Fair
• Documentation and Records Support Function
  • Maintains a systematic filing system of the students’ records and updates electronic database.
  • Encodes students’ IPS in preparation for the semestral advisement and registrations.
  • Encodes course and faculty evaluation responses
• Department Support
  • Monitors upkeep and cleanliness of the department
  • Coordinates with OFS for facilities related concerns and other requested technical services
  • Collects paychecks, honorarium, documents etc. for the department and faculty members
  • Requests the reproduction of the department documents such as syllabus, exams, thesis guidelines, class schedule forms and reading materials
  • Provides logistical support to the departmental meetings, student activities, concerts, exhibits, film viewings, lectures, etc.
  • Collates and endorses the thesis topic proposals submitted by IS and Humanities Juniors to the IS faculty
  • Assists in documenting activities.
• Performs other work related duties that may be assigned by immediate superior.

• Bachelor’s degree holder
• With at least 2 years of related work experience
• Preferably, with previous work experience in the academic setting
• Has a pleasing personality
• Has the ability to interact and work effectively and efficiently with professors and students
• Good organizational skills, attentive to details
• Must possess verbal and written communication skills
• Knowledgeable in MS Office applications