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.

Ateneo de Manila University

Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant to the Director for Operations, the Residential Operations Assistant attends to the reservation and admission of potential residents and transients, handles their check-in and out, serves as front-desk support, and assists with the general upkeep of the rooms.

Main Duties and Responsibilities:

I. URH Reservations, Applications, and Admissions Management

<ul>
	<li>Assists with queries of potential residents and transients and monitors the various communication channels of URH</li>
	<li>Processes reservations of URH rooms and facilities
	<ul>
		<li>Prepares the reservation forms and receives and processes dorm reservation and application, ensuring all necessary documents are in order</li>
		<li>Assists in the review of previous residents’ files for any concerns and flags them to the Assistant to the Director for Operations for consideration</li>
		<li>Prepares the acceptance letters and dorm kits, and communicates the house rules to the incoming residents</li>
	</ul>
	</li>
	<li>Implements an organized filing system for each application, ensuring that all documents are kept confidential</li>
	<li>Updates the URH resident database and prepares present headcount report, including tagging resident students in AISIS</li>
</ul>

II. Facilities Upkeep and Maintenance

<ul>
	<li>Conducts regular inspection of common spaces and grounds maintenance, and schedules room inspection to ensure that the general upkeep of the facilities is well-maintained and that needed repairs are coordinated properly</li>
	<li>Assists in coordination of resident-related concerns with the appropriate offices and helps in the monitoring and resolution of these concerns</li>
	<li>Coordinates closely with the Housekeeping Supervisor for the URH in ensuring that a high-standard of cleanliness and over-all upkeep of the URH complex is maintained at all times</li>
	<li>Initiates job order process request for facilities and IT-related requirements, in coordination with the Senior Residential Operations Assistant</li>
</ul>

III. Room Check-in and Check-out Management

<ul>
	<li>Attends to the check-in process
	<ul>
		<li>Coordinates the clean-up of rooms with the housekeeping team and ensures that the rooms are ready for check-in</li>
		<li>Facilitates the check-in process of residents and transients and provides orientation of house rules</li>
	</ul>
	</li>
	<li>Attends to the check-out process
	<ul>
		<li>Coordinates the room check and clean-up to ensure that everything in the room is still accounted for, including the return of room keys</li>
		<li>Coordinates with the Office Assistant for Collections and Inventory Support to ensure that residents and transient guests have fully settled their bills prior to check-out</li>
	</ul>
	</li>
	<li>Monitors the appliance/s brought in and out by the residents
	<ul>
		<li>Assists the Senior Residential Operations Assistant with the residents’ submission of the Appliance Declaration Form.</li>
	</ul>
	</li>
</ul>

IV. Frontline and Office Support

<ul>
	<li style="list-style-type: none;"> </li>
	<li>Attends to inquiries of potential residents and the requests of the residents from various URH communication channels</li>
	<li>Accompanies the parents/ visitors in touring the URH facilities</li>
	<li>Manages the receipt and release of packages and documents delivered for the residents and the Office</li>
	<li>Keeps a record of the lost and found items of residents, including coordinating with the Campus Safety and Mobility Office</li>
	<li>Routes URH memos and announcements from various communication channels to the residents and transients</li>
</ul>

*Full JD may be requested

Residential Operations Assistant | University Residence Halls

The UP Career Assistance Program (UP CAP) is UP Diliman's premier career development partner, dedicated to supporting every undergraduate student in their journey toward career success. With a strong focus on business and economics-related opportunities, we equip students with the resources and guidance they need to make informed career choices and take the next step in their professional journey.

As part of our commitment to career development, we are glad to present the UP CAP’s Career Fair, the largest university-wide career fair of UP Diliman and the largest student-run career fair in the country that services over 3,000 students from different colleges and universities year after year. 

This year, we're thrilled to offer even more opportunities, with an expanded fair and enhanced events designed to guide students toward their dream careers. Cater to students at all stages of their career journey – from freshmen exploring different career paths to seniors looking to land a full-time job. Each phase of Career Fair targets a different type of student: 

1) Industry Talks (Mobile) for students interested in gaining deeper insights into specific fields, 
2) Company Conventions (Online) for 3rd or 4th year students seeking internships and employment, and 
3) Company Booths (On-site) for students ready to apply for jobs and seek one-on-one discussions with company representatives.

Schedule of Events
🌌 𝗠𝗼𝗯𝗶𝗹𝗲 𝗖𝗮𝗿𝗲𝗲𝗿 𝗙𝗮𝗶𝗿: 𝗜𝗻𝗱𝘂𝘀𝘁𝗿𝘆 𝘁𝗮𝗹𝗸𝘀 𝘄𝗶𝘁𝗵 𝗨𝗣𝗖𝗚, 𝗨𝗣 𝗝𝗙𝗔, 𝗔𝗖𝗠𝗘, 𝗮𝗻𝗱 𝗦𝗧𝗔𝗧𝗜𝗦𝗧𝗜𝗖𝗦 𝗦𝗖
February 17 (Monday) to 19 (Wednesday)

🌌 𝗢𝗻𝗹𝗶𝗻𝗲 𝗖𝗼𝗺𝗽𝗮𝗻𝘆 𝗖𝗼𝗻𝘃𝗲𝗻𝘁𝗶𝗼𝗻𝘀
Zoom
February 20 (Thursday) → Employment opportunities and more
February 21 (Friday) → Internships, training programs, and more

🌌 𝗢𝗻𝘀𝗶𝘁𝗲 𝗖𝗼𝗺𝗽𝗮𝗻𝘆 𝗕𝗼𝗼𝘁𝗵𝘀
Ang Bahay ng Alumni, UP Diliman
February 26 (Wednesday) to 28 (Friday)

📌 𝗥𝗦𝗩𝗣 𝗡𝗢𝗪: https://bit.ly/CareerFair2025RSVP
The UP CAP Career Fair 2025 is open to ALL undergraduate students in the Philippines and is completely FREE of charge. 

 UPCAP Career Fair 2025

SMDC is a fast growing residential property developer of the SM Group of Companies. Focused on the premium middle market, it offers SM Residences to Filipinos who dream to own homes and condominium units in premium locations, each with distinct character and luxurious amenities. Backed by the SM name, buyers are assured of quality and a guarantee of completion.

Follow us on our LinkedIn page: https://www.linkedin.com/company/smdcofficial/	

SM Development Corporation

The Treasury Assistant is responsible for timely and accurate receipting of cash, dated checks and credit card transactions received over the counter and on offsite/marketing events. She is in-charge of monitoring all debit and credit transactions in the Company’s OTC Peso and Dollar bank accounts. She ensures timely coordination of unreceipted credits with concerned departments for immediate regularization

<ul>
	<li>Accepts payments from walk in buyers and Sales agents for Reservation Fees (RF), Downpayments, Other Charges and miscellaneous fees for Trade related transactions and ensures timely and accurate issuance of Official Receipts (ORs).</li>
	<li>Accepts payments for Non Trade related transactions such as medical fees, sale of uniforms, Cash Advance liquidations, rental fees, etc. and ensures timely and accurate issuance of ORs.</li>
	<li>Deposits all cash and check collections receipted/unreceipted for the day and ensures timely coordination with the bank in case of any discrepancies between the actual cash and checks forwarded for deposits and the validated deposit slips.</li>
	<li>Ensures timely transmittal of Cash Receipts Register packages to the Accounting Department for proper recording in the Company’s books.</li>
	<li>Ensures timely transmittal of ORs to Records Section – Admin Department.</li>
	<li>Handles inquiries of buyers related to over the counter transactions and resolves minor issues.</li>
	<li>Acts as cashiers in Marketing / Events’ Sales and ensures accurate preparation of the collection report.</li>
	<li>Reconciles credit card transactions and ensures timely settlement from the bank.</li>
	<li>Updates the Peso and Dollar checks monitoring list for deposit.</li>
	<li>Ensures regular uploading/updating of URs to SAP-AR Program.</li>
	<li>Monthly reconciliation of bank accounts with Accounting Department.</li>
	<li>Provides Management the following regular reports</li>
</ul>

Treasury Assistant

Summary of Work Activities and Responsibilities

<ul>
	<li>Under the Supervision of the AV Services and Equipment Management Section Head, the AV Technician II monitors the implementation of AV services as well as performs AV Tasks.</li>
	<li>This position also provides AV-related services to stakeholders across all University Campuses according to the standards set for the section.</li>
</ul>

Main Duties and Responsibilities;

AV Services and Administration

<ul>
	<li>Informs the team of equipment and service requirements of stakeholders</li>
	<li>Assigns AV Assistants in his/her zone to provide service to requesting stakeholders</li>
	<li>Leads the team in arranging AV rooms and equipment and in delivering services to stakeholders.</li>
</ul>

AV Services Implementation

<ul>
	<li>Regulates the use of lecture halls,audio visual rooms. auditorium, classrooms seminar rooms assigned and all equipment therein</li>
	<li>Implemetns requests of stakeholders in preparing, setting up, and operating AV equipment. (e.g, projector, computer osund system, camera and lights)</li>
	<li>Checks room and equipment after office hours or overtime use</li>
	<li>Equipment Lending</li>
	<li>Administers, AV equipment lending by checking information in form, verifying online reservation and recording information in equipment logbook</li>
	<li>Checks equipment logbook and lists all names of faculty and students with unreturned or lapsing return dates for borrowed equipment, and forwards these to the Department of Office of Student Services for issuance of reminders</li>
	<li>Inspects condition of equipment before and after lending</li>
</ul>

Preventive Maintenance

<ul>
	<li>Instructs AV Assistant on reparing and cleaning AV equipment as needed.</li>
	<li>Cleans and repairs equipment.</li>
	<li>Knowledge, Skills and Abilities</li>
</ul>

Knowledge:

Administrative: Knowledge of administrative and office procedures and systems such as word processing, managing files and records,stenography and transcriptions

Customer and Personal Service

Mechanical

Skills:

Time Management

Management of Material Resources

Coordination

AV Technician

Summary of Work Activities and Responsibilities:

The Student Records Assistant V supports the Office’s operations by implementing a records management process for student records of the Ateneo Grade School. The position also assists in the utilization of Student Information System (SIS).

Main Duties and Responsibilities:

I. Student Records Management Support

<ul>
	<li>Ensures digital and physical student records are properly stored, organized, and secured, in coordination with the Office of Admission and Aid (OAA)</li>
	<li>Maintains student records, ensuring regular archiving, proper tagging, and secure handling of data, in accordance with office protocols and data protection standards</li>
	<li>Implements file-naming conventions of information, documents, and data of the Office</li>
	<li>Regularly backs up digital records</li>
	<li>Handles turnover of student files to the Junior High School, Higher Education – Loyola Schools, and University Archives, ensuring that all required documentation is included and accurately transferred</li>
	<li>Prepares documents/ records for turnover, ensuring that all files are systematically categorized, clearly labeled, and easily accessible for retrieval</li>
	<li>Follows preventive measures to eliminate the risk of lost or misplaced documents, such as regular checks, clear filing procedures, and prompt reporting of any discrepancies</li>
	<li>Coordinates closely with the relevant offices/ school units to ensure smooth turnover of files</li>
</ul>

II. Student Information System Support

<ul>
	<li>Manages the Student Information System (SIS) (e.g., Edusuite) by processing user roles, configures notification templates, and ensures proper access control and other tasks related to the use of the SIS</li>
	<li>Adds necessary fields in the student profile and creates grading components and new transmutation tables, templates, and default values for academic and non-academic grading</li>
	<li>Configures the system for the upcoming academic year, ensuring all relevant information, such as courses, sections, and student data, is properly set up</li>
	<li>Facilitates the automatic promotion of students to their appropriate grade levels in the system, ensuring that their records and class assignments are updated accordingly</li>
	<li>Generates reports from the SIS, as needed</li>
	<li>Inputs newly available classrooms and facilities, ensuring accurate room allocation for scheduling/reservation and class assignments</li>
	<li>Generates class sections and compiles accurate class lists, while configuring score sheets and grading views to ensure smooth tracking and assessment of student performance</li>
	<li>Manages faculty members in the SIS, encodes their teaching assignments, and configures the appropriate settings and privileges</li>
	<li>Assists students and faculty with account activation and address queries and concerns related to account access</li>
	<li>Coordinates with Digital Information and Technology Services (DITS) cluster regarding management of password resets for students' email accounts and Microsoft 365 student accounts</li>
	<li>Serves as the main point of contact for the office in SIS-related projects, ensuring effective communication with all stakeholders and service providers (e.g. Edusuite, Student 360, etc.)</li>
	<li>Provides the necessary data for project completion (e.g. process flows, student data, etc.)</li>
	<li>Liaises between the Office and DITS regarding project requirements, logistics, timelines, etc.</li>
</ul>

III. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Records Assistant

Full JD to be sent to shortlist.

Main Duties and Responsibilities: 
 
I. Frontline and Administrative Support

Attends to inquiries and requests from stakeholders and visitors of both the Ethics Center and the Office of the Student Activities and Formation and the Office of the Dean from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned

Receives and records office correspondences and communication materials and carries out appropriate actions

Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner

Provide support to the Dean’s various projects and initiatives, such as but not limited to, academic affairs, budget, quality assurance, marketing, School events, etc.

 
II. Logistical Support for Office Activities

Assists with the logistical support requirements for the trainings, seminars, conferences, retreats, workshops and events headed by the Ethics Center and the Office of Student Activities and Formation

Disseminates information and marketing collaterals about these programs and activities through the website, email, and/or print channels, and addresses inquiries accordingly

Prepares materials, equipment, and tokens while ensuring the reservation of venues, catering, and transportation requirements

Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments

III. Center Management Support

Coordinates and arranges meetings, appointments, and travel arrangements of the

Executive Director

Prepares and submit annual year-end report and summary of operations

Assists in the organization of meeting presentations of the Executive Director

Draft contracts for Independent Contractors in accordance with legal and

organizational requirements

Assists in implementing the Ethics Center's marketing and admission initiatives

Maintains and updates the student tracking database for accurate and up-to-date records

Handles communication and information dissemination to relevant stakeholders and offices

IV. Student Activities and Formation Support

Assists the Director in managing the day-to-day administrative requirements and implementation of the different programs of the Office of the Student Activities and Formation and the Mulat Diwa Foundation

Drafts various documents and reports (e.g. requests for funding and endowments, Terms of Reference, CHED reports, etc.) and submits them to the Director for review and approval

Reviews accuracy and completeness of submitted project proposals, collates and submits to the Director for approval

Ensures the maintenance and proper usage of the Student Council room

Assists the Director in drafting the budget of the Student Council and Mulat Diwa Foundation by providing relevant financial data and completing the necessary documentation

Monitors expenses of the Office of Student Activities and Formation, Mulat Diwa Foundation and the Student Council Fund vis-à-vis approved budget and keeps records of all financial transaction

V. Performs other duties as may be assigned by the immediate supervisor, or any 
authorized representative

Administrative Assistant for Student Activities & Formation and the Ethics Center

Full JD to be sent to shortlist.

Main Duties and Responsibilities: 
 
I. Frontline and Administrative Support

Serves as the receptionist and attends to inquiries and requests from stakeholders and visitors from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned

Receives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion

Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner

Serves as the main custodian for all office equipment, supplies, vehicles, and all other office resources

II. Office Management Support

Oversees the work calendar and appointments of the Dean by coordinating the meeting schedules as approved by the Dean

Handles the attendance monitoring of employees which includes absences, leaves and tardiness records

Collects and summarizes relevant data gathered from meetings to support the decision-making process of the Associate Dean and Dean

Coordinates students’ request for certificates and other documents subject for Dean’s signature and approval

Assists the Office of the Dean and the Strategic and Quality Assurance Team in the implementation of its quality assurance and accreditation initiatives through the collection and verification of data, documentation and information dissemination

Coordinates with various offices in obtaining and gathering data while ensuring integrity and confidentiality at all times with the Data Protection Policy of the University

Disseminates information and regularly updates stakeholders on the latest reports, key performance indicators, and developments related to the University’s strategies, rankings, and accreditation standings

Tracks and follows up on data submission from various units to ensure timely delivery, completeness and accuracy of required information ensuring compliance with internal timelines and external accreditation deadlines

Assists in monitoring developments in local and international accreditation bodies such as CHED, identifying areas for process improvements

III. Logistical Support for Office Activities 
• Drafts and disseminates information, marketing collaterals, memoranda, and office 
communications about the school’s programs and activities through the website, 
email, and/or print channels, and addresses inquiries accordingly 
• Prepares materials, equipment, and tokens while ensuring the reservation of 
venues/conference rooms, catering, and transportation requirements 
• Monitors event attendance and prepares detailed reports to track participant turnout 
and engagement 
• Processes financial arrangements with external vendors such as cash advances, 
reimbursements, liquidation, and payments

IV. Budget and Financial Support

Assists the Dean in preparing the budget proposal of the department for the fiscal year by initially drafting the budget reports based on their financial trends and needs

Drafts, submits, and tracks financial reports, including petty cash funds, liquidation reports, reimbursements, financial status, and expense monitoring vis-à-vis the approved office budget

Maintains and securely stores the financial records of office transactions

Assists the Dean in compiling materials and documents required for submission during the budget season

V. Performs other work-related tasks as may be required by the immediate 
supervisor and authorized representative

Administrative Assistant for the Dean

Aux is a B2B virtual recruitment platform that pairs support staff with business leaders around the world. We take the best talent from the Philippines and, through our rigorous screening process, match them with our network of CEOs, promising startups, and established brands such as 818 Tequila, Operam, Parrot HQ, K5 Global, etc.


We are looking for an experienced Executive Travel Coordinator to manage travel for our client's esteemed clientele. You will support the team in handling all travel arrangements, including flights, ground transportation, and hotel bookings. A strong understanding of the airline industry and travel documentation is a must. The ideal candidate will demonstrate excellent organizational, communication, multitasking, and problem-solving skills to navigate the dynamic travel landscape.

 

Estimated salary range: The salary for this position has not been finalized yet but ranges from P35,000-40,000/month. Please indicate your expected salary based on your experience in the application form, and we will consider it in our discussions.

 

Responsibilities

<ul>
	<li>Managing daily schedule; adapting as needed and effectively communicating changes to all parties</li>
	<li>Prioritize workflow and schedule, by planning out and directly supporting task completion</li>
	<li>Manage action item list</li>
	<li>Update and maintain our CRM, Zoho</li>
	<li>Search and compare available travel and hotel accommodations to identify the best option for that client, while ensuring we are always quoting rates at or below online/public rates, never above.</li>
	<li>When travel arrangements are within approved travel reasons and budget limits, make all arrangements and reservations as requested</li>
	<li>Prepare travel itineraries in AXUS</li>
	<li>Obtains approval from leadership for travel requests and expenses that exceed established limits</li>
	<li>Advise travelers of and assist with any need for specialized travel documents such as visas or passports</li>
	<li>Assist with company reimbursement invoices</li>
	<li>Perform other related duties as assigned</li>
</ul>

Executive Travel Coordinator | Work From Home

Administrative and Classroom Management Support

Serves as a liaison between students, faculty, and administrators

Oversees and manages the calendar, meeting, and appointment schedules of the Satellite Campus Director

Coordinates reservations and arrangements for faculty accommodation requirements

Prepares and processes financial documents for submission to the Central Accounting Office (CAO) (e.g., Order for checks, reimbursement and liquidation request, petty cash voucher, requisition form, budget realignment, etc.)

Monitors, liquidates, and summarizes petty cash expenditures and request for replenishment

Monitors the inventory of office supplies, books, and resources regularly to ensure that these are replenished, properly stored, and in good working condition

Orders and purchases office supplies/equipment and flags major item purchases for endorsement and approval of the Director

Prepares summary of provisional receipts for submission to the Central Accounting Office

Provides logistical support to faculty members and attends to classroom requirements (e.g., Canvas, class lists, books, etc.)

Provide support in setting-up and conducting minor troubleshooting of technology and equipment (e.g., LCD projector, microphones, etc.) required for classes particularly those related to online and flex modalities of teaching and learning

Marketing and Admissions Support

Assists and helps the Satellite Campus Director in promoting the Site’s programs to different establishments and nearby provinces:

Attends and responds to student applicants, including telephone inquiries and walk-ins

Coordinates with suppliers for production of marketing output and collaterals

Distributes marketing collaterals and sets up information sessions about the MBA programs

Organizes events for the local community that can build awareness on GSB and its programs

Schedules meetings with prospective institutional clients as well as newspaper advertisements in the local newspaper

Coordinates with the Academic Affairs Support Officer and/or the GSB Registrar’s Office on Registration and classroom management matters

Disseminates admission guidelines, requirements and administrative processes to prospective students

Coordinates schedule of entrance examinations and/or admission interviews

Compiles documents submitted by new applicants prior to taking the entrance

examination/interview and submits to the Academic Affairs Support Officer and/or the Registrar’s office in Rockwell

Assists students during enrollment, issues provisional receipts for all payment transactions, and distributes receipts for tuition fees payment to students

Monitors submission and ensures completeness of official documents once admitted into the program

Coordinates with the Academic Affairs Support Officer and/or the Assistant to the Associate Dean for Academic Affairs on the schedule of classes and faculty assignments

Requests relevant materials (e.g., modules, books, provisional receipts, registration cards, etc.) from the Makati Campus for distribution to the students

Prepares reports on student enrollment for every term

Maintains and updates a database of students and alumni of the Satellite Campus

Performs other office-related tasks as may be assigned by immediate supervisor or authorized representatives

Campus Assistant

Summary of Work Activities and Responsibilities: 
The Department Secretary IV provides frontline, office management support, and business development support in the day-to-day operations of the Office

Main Duties and Responsibilities: 
I. Frontline Duties and Administrative Support 
• Attends to inquiries and requests from stakeholders and visitors from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned 
o Attends to office communications (incoming and outgoing) letters, memos, mails, emails 
o Records incoming and outgoing mails and documents for signature when needed 
o Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner 
• Posts announcements and memos in the Blueboard 
• Oversees the physical upkeep of the Office and coordinates job order requests for repair and maintenance 
• Maintains an established process on equipment management and ensures its implementation 
o Coordinates job order requests with Central Facilities Management Office (CFMO) for repair and maintenance 
o Conducts regular checking and inventory of equipment which includes requesting for necessary repairs 
• Assists the Department Secretary VI in processing the Department’s financial requirements by receiving, collating, and submitting documents related to financial transactions 
II. Logistical Support for Department Activities 
• Handles coordination and logistical support requirements for the trainings, seminars, 
workshops, and teambuilding/rest and recreation activities headed/organized by the Department 
o Prepares materials and kits, reserves venues, and arranges meal and transportation requirements 
o Processes venue reservations for thesis defense 
o Monitors event attendance and regularly maintains/updates the database for reporting 
o Takes Minutes of the Meetings as instructed, and submits to the Department Chair for review 
o Coordinates arrangements for guests (e.g. parking slots, entry, egress, etc.) 
• Provides logistical support/assistance in various University events such as service awards, commencement exercises, etc. as needed

III. Records and Documents Management Support 
• Updates office database and maintains files and records of correspondences, documents and other materials for the Department in a systematic manner and consistent with the need to protect confidentiality and data privacy 
• Processes and routes honorarium for Research Assistants 
• Processes and submits documents to various Offices in aspects pertaining to the following: 
o Freshman Acceptance, Classes/Subjects and Curriculum 
▪ Prepares lists of semestral schedules, subjects with or without final exam, summary of subjects offered in coordination with the Department Secretary VI, for submission to the Office of the University Registrar (OUR) 
▪ Assists in collating data for the revision of course description and submits it to the curriculum committee 
▪ Prints class lists from AISIS and distributes them to concerned faculty 
▪ Prepares acceptance letters for incoming freshmen 
o Employee Hiring and Faculty Loading 
▪ Prepares and routes Employee Requisition Forms (ERFs) for vacancies 
▪ Screens and prepares faculty teaching load form, administrative de-loading, tutorial reports and waiver of subjects in coordination with the Department Secretary VI for submission to the Office of the Dean 
 
IV. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative.

Department Secretary IV Biology

Summary of Work Activities and Responsibilities

The Information Commons Assistant provides administrative, operational, technical and library user/client support to the Information Commons Section of the Rizal Library - Ortigas.

 

Main Duties and Responsibilities

I. Collection Maintenance and Preservation

<ul>
	<li>Monitors and checks the physical condition of materials and recommends repairs or replacements if needed</li>
	<li>Assists in the inventory of library materials by conducting accurate cataloging, shelving, encoding and maintenance</li>
	<li>Receives and records periodical subscriptions, and follows up on the delayed delivery of issues</li>
	<li>Encodes and updates the lists of journals and magazines into the library system</li>
	<li>Updates book holding codes in the library management system to reflect new and updated editions acquired</li>
	<li>Creates service copies of DVD materials by duplicating content for library use</li>
	<li>Ensures proper labeling and storage of digital and audiovisual resources</li>
	<li>Assists in managing and maintaining directories/listings of student-submitted research papers by organizing, labeling, and indexing research papers for easy access</li>
</ul>

II. Library User/Client Support

<ul>
	<li>Facilitates and supports the library materials management services offered to users/clients</li>
	<li>Attends to basic reference and informational queries of library users</li>
	<li>Supports and processes check-out/check-ins, holds, renewals, recalls, and search requests for library materials and payments if necessary</li>
	<li>Orients faculty, students, and staff on library policies, procedures, materials and digital resources</li>
	<li>Notifies students and faculty about the arrival of requested books</li>
	<li>Assists library users and clients by performing requests for printing, CD burning, and document scanning, and in their photo and video editing needs</li>
	<li>Coordinates intra and inter-library loan transactions and maintains records</li>
	<li>Assists the Document Delivery Services of the library by organizing and tracking the receipt of requested library materials by users</li>
	<li>Manages discussion room reservations and library equipment lending</li>
</ul>

III. Section Management Support

<ul>
	<li>Prepares data and drafts reports required by the library on the assigned area of responsibility</li>
	<li>Tracks visits and the usage of resources by library users in the assigned section</li>
	<li>Maintains publisher and book agent record by regularly updating the list of publishers, suppliers and book agents</li>
	<li>Assists in the maintenance of the library and reports safety, security, and maintenance concerns to the Head Librarian</li>
	<li>Implements security programs for library materials, facilities, and users</li>
	<li>Monitors cleanliness, orderliness, and functionality of section resources and equipment</li>
	<li>Prepares overdue notices for students and faculty as reminders and for clearance purposes</li>
	<li>Coordinates with the Registrar to register student holds on library materials, ensuring proper tracking and resolution of outstanding items</li>
	<li>Provides support for library systems, equipment, and user inquiries</li>
	<li>Maintains accurate records of library server units and peripherals</li>
	<li>Updates student records in the library’s Learning Management System</li>
	<li>Orients users regarding the use of the LMS, library management system, and anti-plagiarism software, scanning machines etc.</li>
	<li>Updates advertisement posters and screen savers on library terminals</li>
	<li>Coordinates with the Digital Information and Technology Services Cluster for matters relating to hardware, software, and network (e.g., installation, maintenance, configuration, resolution of concerns, etc.)</li>
</ul>

IV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative.

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