Assistant to the Vice President for the Professional Schools  

Under the supervision of the Vice President for the Professional Schools (VPPS), the Assistant to the Vice President for the Professional Schools (ATVPPS) supports the VPPS achieve its mandate by ensuring that university and Professional Schools policies, standards, and guidelines are implemented properly; that all programs, objectives, and services initiated by the VPPS are effectively delivered or achieved.

Responsibilities

• Provides administrative support to the Vice President for the Professional Schools (VPPS) to ensure that objectives are met, concerns/problems are addressed, practices are improved and guidelines are developed
• Prepares the Minutes of the VP’s Council meetings, Professional Schools’ Administrators’ meetings, and other meetings required by the VPPS
• Prepares memos, letters, correspondences, and other communication materials for or on behalf of the VPPS, except on matters with regard to human resources
• Coordinates with University Data Protection Office (UDPO) and/or University Legal and Compliance Office (ULCO) for the review of legal documents such as Memorandum of Understanding/Agreement and ensures that these are followed accordingly
• Reviews budget requests from all VPPS offices and creates preliminary recommendations to the sub-committees
• Assists the VPPS in the accomplishment of special annual activities and special projects and oversees major events and activities organized by the OVPPS
• Reviews and approves day-to-day transactional requests of the OVPPS, such as Order for Checks (OCs), subsidy requests, waivers, special work arrangements, purchase requisitions, etc.
• Ensures that the scheduling of the VPPS’ meetings and activities are up to date
• Plans and establishes the direction, goals, and objectives of the organization and setting the strategies for the OVPPS personnel’s achievement
• Monitors implementation of the office’s strategic plan, including coordination for its periodic review
• Supervises the work of the staff of the OVPPS to ensure work expectations are met
• Supervises maintenance of office files of faculty, budget papers, basic documents, official correspondence and other materials pertinent to the OVPPS
• Assists the VPPS in the formulation of policies, guidelines, and procedures relating to the Professional Schools
• Monitors requirements of the Professional Schools and makes necessary recommendations, when needed
  • • Staffing and Plantilla items
    • Reports submitted by offices and schools
• Assists the VPPS in developing, designing, coordinating, and monitoring programs and initiatives geared towards cultivating synergy across the four Professional Schools
• Liaises with various offices and external stakeholders for the achievement of the VPPS mandates and ensures compliance with the set processes, standards, guidelines, and budgets
• Monitors the action plans agreed upon by the offices and Schools under VPPS
• Monitors and coordinates the annual performance evaluation processes of faculty, administrators, non-teaching personnel with the Schools, concerned administrative offices, and Office of the Human Resource Management & Organization Development (OHRMOD)
• Assists the VPPS in the consultation process on administrative and faculty appointments of administrators, coordinators, post-retirement faculty, etc.
• Coordinates with the Assistant to the Deans of the Professional Schools and the OHRMOD on the ranking, promotion, and permanency of non-teaching and teaching personnel
• Coordinates with the Assistants to the Deans for administrative (re)appointments, (non)renewal of contractual appointments, permanency, post-retirement appointments, and other faculty-related communications or documentation requirements
• Coordinates with the Deans of the Professional Schools and the OHRMOD on leadership re/appointment process in the Professional Schools’ administrative offices
• Oversees the Professional Schools’ Graduation Committee
• Serves as a member of the Professional Schools Budget Committee
• Serves as the representative of the VPPS in the HR Council, an advisory council to the President on matters regarding HR policies and regulation
• Performs other tasks that may be required by the Vice President or authorized representatives to effectively fulfill the objectives of the office.

• A college graduate of any management course
• With 3-5 years’ experience in office management
• Preferably, with experience in an academic institution
• Must have a keen sense of compliance, protocol, and legal perspective.
• With experience in change management
• Experienced in networking and relationship management
• Experienced in budget management,
• Experienced in project management
• With good interpersonal skills
• Must have critical thinking skills
• Must be resourceful
• With good communication skills (both oral and written)
• Must be flexible and able to adapt to any situation
• Knowledgeable in MS Office applications