Temporary Administrative Assistant  

Detail of Prinicpal Accountabilities and Project Deliverables
I. Secretarial and Administrative Support to the Chair
● Provides secretarial and administrative support to the Chair in the day-to-day
operations of the office
● Manages the schedules, meeting, appointment of the Chair.
● Handles incoming and outgoing calls, documents of the department
● Drafts periodic reports for Chair’s review and approval
● Assists and recommends to the Chair possible improvements in the physical upkeep
of the Department
● Facilitates and coordinates for the use facilities and equipment
● Handles the reservation of classrooms and other facilities of the department
II. Documentation and Communication
● Prepares and updates the following documents for Chair’s approval
o Advance consolidated list for hiring of part-time faculty
o Advance approval for new faculty
o Third summer leave
o Faculty consultation hours
o Waiver request
o Leave of absence
o Change of Concentration
o Validation and load revision
o Clearance
o Appointment Contracts of faculty
● Assists in processing hiring documents and pre-employment requirements for new
part-time and full-time faculty
● Prepares and processes documents for submission to the Office of the Registrar every semester
o Course offering
o Dissolved classes
o Class schedule change
o Final examination list
o Letter of request for tagging certain classes
o Validation of subjects
o List of students completing Minors
● Prepares new course proposal for approval and submission to the Office of the
Associate Dean
● Assists the Academic Adviser during advisement of undergraduate students and in
updating ips
● Manages the Office Facebook and website
● Disseminates information regarding office/Higher Education events, schedules and
deadlines
● Provides logistical support in the departmental events and
● Responds and handles inquiries on the department programs, course curriculum,
academic load of students, departments activities/events
● Receives incoming outgoing calls/memos and routes these according to content
● Safeguards and keeps confidential matters/documents in the office
● Generates annual list of students for undergraduate thesis
● Updates and maintains the database of such thesis for reference purposes
● Administrative Support for the Students
o Maintains, updates and monitors students’ files for easy retrieval
o Assists and reminds the students in their advisements
o Inputs and updates Student’s Individual Program of Study
o Prepares and updates the documents for approval of the Chair
o Reserves venues for the thesis defense of students
III. Budget and Financial Support Management Support
● Prepares and processes financial documents for endorsement by the Chair and for
submission to the Central Accounting Office
o Order for checks
o Reimbursement and liquidation request
o Petty cash voucher
o Cash advance
o Requisition form
o Budget realignment
● Keeps financial records and expense accounts of the office
● Monitors office budget and dcb accounts of the Department
IV. Logistical Support for the Events of the Department
● Provides logical and secretarial support in various events conducted by the
department
● Communicates and coordinates with stake holders and security as regards to
the logistical requirements of various events and activities
V. Performs other work-related tasks that may be assigned by supervisor.

Description of Education, Competencies and Experience Required
Knowledge, Skills and Abilities
● Skills in managing and keeping track of the variety and volume of data regarding faculty
and students’ records
● Basic Accounting and Financial Management skills
● Secretarial skills
● Knowledge and skills in safeguarding confidential records, files, etc.
● Good organizational skills
● Attentive to details
● Good oral and written communication skills
● Knowledgeable in Microsoft Office application
Education and Experience Requirements
● Bachelor’s degree
● Work experience in the academic setting is an advantage
● With at least years of 3 years of work experience and training