Administrative and Bookshop Officer and Press Secretary  

Office Administration

• Manages the incoming and outgoing communications to/of the University Press.
• Records incoming and outgoing communication.
• Drafts responses to communication for review of the Director.
• Prepares, files, distributes, and follows-up action to outgoing communications.
• Manages the schedule, meetings, and appointments of the Director and ensure smooth flow of transactions while the Director is not in the office.
• Assist the Director in preparing presentations materials.
• Addresses phone and walk-in general office inquiries.
• Takes charge of communicating with the authors to get their details for preparation of Publishing Agreements and ensures they are signed by author, director, witness, and university Vice-President for Higher Education, and are duly notarized.
• Prepares application of copyright of books.
• Coordinates and communicates with printers for printing quotations and submits the quotation to the Business and Operations section.
• Takes charge of the office application for grants and awards in coordination with other departments.
• Coordinates quarterly Editorial Board and Management Board meetings.
• Handles coordination and logistical support requirements for meetings and events organized by the office.
• Oversees the physical upkeep of the office, coordinates job requests for necessary repairs, and coordinates needs for cleaning assistance.
• Oversees office needs and requests for supplies.
• Serves as timekeeper and attendance custodian. Prepares the staff tardiness and attendance records as well as Time Control report and submits to Human Resources Office.
• Keeps the record of staff overtime, seeks approval of the Director for the overtime request inclusion in payroll, and submits request to payroll master.
• Coordinates various leaves of personnel to ensure smooth office operations
• Performs clerical and secretarial tasks such as filing, organizing, taking of minutes, and other tasks deemed necessary by the Director.

Bookstore Management

• Manages the Bellarmine Bookshop, including cashiering, maintaining bookshop inventory and display, and replenishment of stocks.
• Handles bookstore customers’ inquiry.
• Manages the Press’s Coffee Shop including stocks and inventory of supplies, coordinating with suppliers of coffee bean, ensuring smooth operation of coffee services while the bookstore is open.

Knowledge, Skills and Abilities

• Proficient in Microsoft Office application, and other computer applications and software that are necessary for the accomplishment of his/her tasks.
• Must have good interpersonal relationships and must have the capacity to coordinate with different stakeholders.
• Proficient in communications (written and verbal). Has the ability to communicate tactfully and sensitively.
• Must have records management skills.
• Has customer service skills.
• Must be trustworthy and capable of discretion
• Must have impeccable time management