Banner Image
Ateneo de Manila University

Department Secretary | Department of Electronics, Computer, and Communication Engineering (ECCE)  

Ateneo de Manila University

  • Quezon City, Philippines
    Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
    Quezon City
    Metro Manila
  • Full timeFULL_TIME

Expired a month ago

Job closed.

Job Description

Summary of Work Activities and Responsibilities:

Under the supervision of the department chair, the Department Secretary VI provides
administrative and clerical assistance in the day-to-day operation of the department.

Main Duties and Responsibilities:

I. Administrative Support

  • Provides technical information and prepares materials needed by the Chair in carrying out various administrative duties in the department.
    • Faculty, Staff and Graduate Assistant Hiring
      • Prepares advance hiring forms, consolidated hiring report
      • Ensures the complete submission of hiring requirements of faculty, staff and GAs
    • Faculty Loading:
      • Inputs individual faculty loading in the intraafis
      • Prepares faculty loading reports, tutorial, technical/administrative, waiver reports per semester
    • Other faculty needs/requirements
      • Handles student faculty evaluation, coordinates preferred faculty schedule to conduct the faculty evaluation of students. Inputs the comments of the students, generate pertinent data and submit it to the Assistant to the Dean of SOSE
      • Assists in sourcing possible venues for their make-up classes and long exams
      • Reminds faculty of deadlines: submission of grades, updating AFAR, assigning beadles, uploading syllabi and other matters
    • Students
      • Undergrad students
        • Assists in IPS updating with the approval of the academic advisers
        • Disseminate information to students
      • Graduate Students
        • Prepares Plan of Study in consultation with Graduate Coordinate of the department
        • Prepares/maintains individual folders of all graduate students
  • Assist in documentation and monitoring of departmental course offerings
  • Initiates office procedures for OJT/Practicum applications, thesis manuscript submission, borrowing of undergrad and graduate thesis
  • Drafts updated job description of vacant positions in the department in coordination with chair
  • Attends queries of students, faculty, parents and other stakeholders, informs students of procedures for advising, registrations, load revisions and other matters.
  • Serves as a bridge for department stakeholders of their concerns and relaying it to the Chair for proper action.
  • Drafts correspondences, memoranda, minutes of meeting and other written materials and when approved, executes the final version
  • Maintains an accurate and orderly file of the department
  • Coordinates logistical needs of various department events

II. Financial Matters

  • Assists the Chair and the Faculty Lab Supervisor in annual preparation of department budget
  • Handles annual online requisition of approved budget items, drafts justifications for emergency purchases of the department, monitors status of the department budget
  • Monitors and maintain sufficient stock levels of office supplies
  • Prepares financial reports like: Order for a check, Reimbursement reports and Liquidation reports.
  • Handles the various office budget account items and DCB accounts of the department

III. Assists the Chair with administrative concerns related to special projects of the department

  • Accreditations
  • Research Projects
  • Internationalization efforts of the department
  • Industry linkages of the department
  • Assists in the outreach and community services of the department
  • Handles alumni queries and requests for recommendation letters, initiates batch tracking to have an updated database of ECCE graduates

Full JD available upon request

Minimum Qualifications

Education and Experience Requirements:

  • Bachelor’s degree
  • Extensive administrative work experience
  • Excellent oral and written communication skills in English
  • Good organizational skills
  • Can work with minimal supervision

Knowledge, Skill and Abilities:

  • Analytical Skills: Looks at the situation and makes sound decisions based on context and different information, needs and budget concerns
  • Communication: Can talk to faculty and/or students to clearly explain or hear what needs to be done
  • Attention to Detail: Makes sure quality outputs are maintained
  • Leadership Skills: Motivates and coordinates with different stakeholders
  • Practical Skills: Proficient in the using Windows operating system and Microsoft Office Suite (Word, Excel and Powerpoint)

Jobs Summary

Job Level
Entry Level / Junior, Apprentice
Job Category
Administration and Coordination
Educational Requirement
Bachelor's degree graduate
Recruiter response to application
Office Address
Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
Higher Education / Academia
1 opening

Feel secure when applying: look for the verified icon and always do your research on a company. Avoid and report situations when employers require payment or work without compensation as part of their application process.

About Ateneo de Manila University

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.

People also applied to

  1. Home

Other Recommended Jobs

Apply jobs in

Job Categories:

Related to your search: