Office for Student Affairs and Grade Level Secretary  

JD still for review.

A. Support for Students Activities

• Form Management: Update all forms related to co-curricular activities at the beginning of the school year
• Club Venue Coordination: Arrange and prepare suitable club venues for various co-curricular activities
• Club Enlistment: Assist in the preparation of Club Enlistment materials and club lists
• Attendance Monitoring
  • Regularly check attendance for co-curricular moderators and coaches during activity periods and prepare attendance reports
• Financial Management
  • Handle requests for cash advances related to activities, projects, transportation, and meals for both moderators and students, ensuring proper documentation and liquidation
• Logbook Maintenance: Distribute and collect logbooks to activity moderators before and after the start of co-curricular activities and the school year
• Instructional Support: Provide necessary documents as instructional aids to co-curricular moderators upon request
• Grading and Awards
  • Prepare quarterly club mark templates and distribute them to club activity moderators
  • Assist in filing quarterly club/activity marks and grades
• Clearance Forms: Distribute and collect clearance forms for activity moderators before the school year ends
• Communication and Meetings
  • Attend to requests from co-curricular moderators with approval from the Student Activities Coordinator
  • Record meetings held
• Program Evaluation
  • Distribute and collate survey forms for proper program evaluation
    • Assist the Student Activity Coordinator in other activities/events under the office
• Confidentiality and Privacy
  • Safeguarding student information and office data with strict adherence to privacy policies
  • Ensuring confidentiality in handling sensitive materials

B. Support for Class Officers

• Campaign, Election, and Training: Assist during the various stages of Student Government campaigns and elections
• Project Coordination
  • Assist in planning, scheduling, and staging student activities e.g. outreach and community projects
• Program Evaluation: Distribute and collect survey forms to evaluate the effectiveness of Student Government programs

C. Support for the Grade Four Level

• Secretarial and Logistical Support
  • Safeguards confidential matters/documents/forms of the grade level office
  • Assists in the use and reservation of facilities and equipment for grade level activities
  • Create job order requests to report furniture and equipment of the classrooms and grade level offices for inspection, repair and/or replacement. Monitor completion and follow-up of the pending requests
  • Provide assistance in the bulletin boards display in the lounge and classroom as needed (e.g. laminating, printing of decorations/displays)
• Faculty Lists: Letters and program of events, certificates and posters
• Documentation & Records Support Function
  • Disposes of old files and records according to office guidelines
  • Keeps updated and maintains accurate, orderly, and systematic files of forms
• Financial and Accounting Support
  • Process the reimbursement, liquidation, cash advance requests, and other references for the Central Accounting Office system.
  • Maintains and tracks the budget and expenses of the grade level
• Support to the Faculty and Students: Perform prefecting duties
• Supplementary Support: Assists during SOAR program, demo teaching, and distribution of uniforms

D. Performs such other functions as may be required by the position and as directed by the supervisor

Knowledge, Skills and Abilities

• Proficiency in MS Office (Word, Excel, PowerPoint), Google Workspace, Canva
• Good interpersonal skills
• Ability to handle multiple tasks
• Has knowledge and skills in Customer Service and Clerical Office Procedures
• Written and Oral Comprehension abilities

Education and Experience Requirements:

• With Bachelor’s Degree
• With at least 3-5 years’ experience in office administration support (academic setting is an advantage)