[Blueboard] Erratum on JOB VACANCY (From Administrative Assistant to Office Assistant)

Human Resource Management and Organization Development [HRMOD] hrmod at ateneo.edu
Mon Aug 11 13:57:44 PHT 2014

The following Job Vacancies will be under the category A of the Employee
Referral Program


*(Office of the Vice President for the Loyola Schools)*

*Job Summary:*

·         Performs general secretarial and office support services for the
day-to-day operations of the Office of the Vice President for the Loyola
Schools, and/or as required by the Assistant to the Vice President and/or
by the Vice President;

·         Responsible for the encoding of data into office systems and/or
for reports required by the Vice President or by the Assistant to the Vice
President, and by the Committee on Faculty Rank and Permanent Appointment
for the Loyola Schools; exercises confidentiality and discretion in the
handling of restricted information or data;

·         Performs support services in cooperation with the other staff
members of the OVPLS for regular school activities and academic events and
functions hosted by the OVPLS, such as, workshops, seminars, talks, etc.;

·         Provides full assistance to the Assistant to the Vice President
and to the Vice President as required for routine tasks or special

*Job Description:*


Encodes all available information on the computerized faculty Database;
coordinates the updating of the system with the OVPLS’ Administrative
Assistant for Faculty.


Responsible for the receiving and pre-screening of new hires/renewed
faculty members’ papers (summer, first semester, second semester)

a.        Receives and pre-screens the completeness and accuracy of the
required hiring documents of faculty members, such as, the Advance Approval
for Employment, Application and Bio-data, and other accompanying documents;
informs the Assistant to the Dean of incomplete requirements;

b.       Receives a summary from the Dean’s Offices on the renewal of
full-time faculty with CON (contractual) status, for the review of the
OVPLS’ Administrative Assistant for Faculty; provides the Deans’ Offices
photocopies of the summary as received by the OHRMOD;

c.        Prepares appointment contracts for all new or renewed full-time,
part-time, contractual (i.e., Independent Contractor Agreement), upgraded
or promoted, and permanent faculty members in each academic term of a
school year, and processes them for distribution for signature by
designated signatories, such as, the faculty member, Dean, OHRMOD Director,
Vice President and/or the President;

d.       Responsible for the transmittal or submission of faculty documents
to the Office of Human Resource Management and Organization Development for


a.        Receives waiver requests from the Deans’ Offices for the approval
of the Vice President; returns signed waiver requests to the Deans’ Offices
for distribution to concerned offices.

b.       Receives and pre-screens Faculty Load reports of
full-time/part-time faculty from the Deans’ Offices;

c.        Responsible for the transmittal or submission of faculty load
reports to the OHRMOD for processing.



Assists in the processing of initial/upgrading of rank of faculty members

a.        Receives documentation on initial/upgrading of rank of faculty
members*; e*nsures that required documents are authentic and complete with
the Certification of Graduation from the School Registrar, and the original
or authenticated copy of Transcript of Records;

b.       Submits complete documents for the review of the Assistant to the
Vice President and for the approval of the Vice President; transmits to the
OHRMOD for processing.



-       Receives applications for short-term leave/long-term leave of full
time faculty

-       Receives applications for Third Summer Leave of full-time faculty
members for the approval of the Vice President and submission to the OHRMOD


-             Schedules meetings on year-end report presentation

-             Prepares minutes of the meeting of the year-end report

-             Summarizes LS Centers’ report of activities for the school


-             Performs other clerical and secretarial services, such as,
collating reply slips, filing and reception work as necessary and other
office duties in cooperation with the other office staff.


·         With a Bachelor’s Degree

·         With 2 years work experience in similar capacity

·         Good command of English language (oral and written)

·         Proficient in MS Office applications

·         Has to be organized and keen to details

·         Skills in customer relations


*(Facilities Management Office - Rockwell)*

*Job Description:*

1.       Receives, monitors and follows up Maintenance Request and Daily
Facilities Request forms

2.       Handles PLDT and Globe line bills in APS Rockwell and Salcedo

3.       In charge of PABX locals and bills the different units for the
telephone monthly charges

4.       Submits quarterly report to CAO

5.       Handles request for telephone installation, transfer,
disconnection and repairs

6.       Prepares order for a check for telephone bills.

7.       Writes letter to PLDT and Globe Telecom office pertaining to
requests for installation, disconnection, transfer and repairs of phone

8.       Communicates with TRICOM regarding repair of PABX machine

9.       Updates and safekeeps records of FMO-Rockwell, especially
pertaining to telephone communication matters

10.   Receives complaints concerning university telephone system or PLDT
and Globe direct lines and refers to Administrator or to telephone

11.   Prepares and updates APS telephone directory

12.   Encodes APS Rockwell car pass sticker data.

13.   Updates lost and found records and issues found item/s to owner/s.

14.   Performs incidental tasks, i. e. sorting mails, filing and
photocopying various forms, and faxing messages

15.   Takes messages as requested when called parties are not available

16.   Monitors scheduled functions, events, activities, programs, etc. of
various APS units and of affiliated units, so as to convey immediate and
correct information for inquiries by phone

17.   Assists in the general clerical workload of the office

18.   Withdraws and issues key/s as needed only to requesting party (for
classes/event/s or access to office)

19.   Acts as receptionist as needed

20.   May perform other tasks not limited to the following:

a.       Verifies power interruption from Meralco and cascading information
to  different units

b.       Ensures that the official time of APS is accurate as specified by
in the official time of Manila Observatory


·         With a Bachelor’s Degree

·         Has  clerical work experience,

·         With accounting background, preferred

·         Good command of English language (oral and written)

·         Proficient in MS office applications

·         Skills in customer relations

Interested employees must write a letter of intent addressed to their
supervisor / unit head and submit on or before 15 August 2014 to:

Christine L. Velasco

HR Assistant II

Employment & Development Services Section

                Office of Human Resource Management and Organization
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