[Blueboard] Re-posting the Vacancy at the Campus Ministry Office, Loyola Schools

Careers in Ateneo careers.hrmod at ateneo.edu
Thu Apr 16 14:40:13 PHT 2015


This Job Vacancy is under the Category A of the Employee Referral Program





*OFFICE ASSISTANT V (OS V)*

Campus Ministry, Loyola Schools



*Summary:*



Under the supervision of the Director, the Office Assistant V performs
administrative duties in the Office and provides secretarial function for
the Director.



*Job Description:*



1.       Secretarial Duties

·         Schedules appointments, meetings, activities for and of the
Director

o   Coordinates as liaison to the Director’s other assignments and/or
committees

o   Coordinates with concerned offices and departments for inter-office
transactions and activities

·         Organizes documents for Director’s approval and makes necessary
clarifications when needed

o   Assists in proofreading documents when needed

·         Drafts routine communication (e.g. letters, memos) and minutes of
the meetings for the Director

·         Provides clerical support such as

o   Photocopying, receiving, sorting, and filing documents for the Director

o   Ensuring preparation of food, assembling of materials, and booking of
venue for Office meetings and activities

·         Organizes, files and keeps up to date office printed and
computerized documents, records and reports

·         Serves as attendance custodian of the Office

o   Prepares and submits monthly absence report of office personnel

o   Monitors attendance, overtime, and compensatory time off of office
personnel

o   Facilitates processes related with HRMOD (e.g. absence reports, leave
applications, credits and conversion, hiring, performance evaluation and
promotion) and with staff development



2. Frontline Services

·         Manages reception area, welcoming and attending to calls,
inquiries, requests, and appointments

·         Directs students and visitors to appropriate Campus Minister/s
and/or Chaplain

·         Entertains requests for mass intentions and sponsorships



3. General Office Support

·         Manages the general administrative and clerical requirements of
the Office

·         Monitors changes of schedule for office daily routine, activities
and masses; and makes necessary notifications/coordination

·         Monitors inventory of Office and CMO program supplies, equipment;
and makes necessary purchase requisitions when necessary

·         Notifies appropriate offices of malfunctioning equipment and
initiates request for needed repairs

·         Implements office procedures and guidelines for efficient service

·         Ensures general cleanliness and organization (neat and clean) of
the Office







4. Budget and Financial Support

·         Works closely with the Director in preparing the budget proposal
of the office for the school year and initially drafts the reports, namely,
Supplies and Expenses, New Equipment, Minor and Major Improvement, Computer
and New Personnel Requests

·         Monitors and updates the office budget, DCB accounts, and
ledgers; and regularly updates the Director

·         Processes financial documents and transactions, such as:

o   Preparing documents/forms (e.g. Projected Expenses, Budget Proposals
and Forecasts, Order for Check, Petty Cash Replenishment, Cash Advance
Request, Budget Transfers, Payments, Reimbursement of Expenses, Liquidation
Reports, Summary of Expenditures Requisitions) needed to process financial
transactions of the Office and all its programs

o   Depositing collections and donations to the Cashier’s Office

o   Overseeing the petty cash fund release of the Office and makes the
necessary requisitions for the campus ministers’ activities

·         Handles and claims checks as custodian and authorized
representative of the Office

·         Monitors on-going activities and office programs in terms of
budgetary requirements

·         Prepares budgetary requirements for INAF programs

-     Drafts budget proposal for the INAF program in close coordination
with respective Campus Ministers

-     Processes requests for checks, payables and cash disbursement of the
program (e.g. stipend of priest, honorarium of facilitators and speakers,
venue charges, etc.)

·         Manages all financial transactions for the Seniors’ Retreats

-    Coordinates with retreat houses, bus company and with CAO for all the
financial transactions

-     Processes requests for checks, payables and cash disbursement (e.g.
stipend of priest, honorarium of facilitators and speakers, venue charges,
etc.)



5. Campus Ministry Programs and Services Assistance

·         Serves as Rupert Meyer Library Custodian:

-   Processes, approves and monitors room reservations and borrowing of RML
materials, mass kits and office equipment

-   Monitors and conducts inventory of all Rupert Meyer Library materials
and equipment (e.g., books, guitar, mass kits, cd player, etc.)

-   Tracks ingress/egress (borrowing/lending) of materials and equipment

-   Takes care of the maintenance and repairs needed for all materials and
equipment

-   Identifies materials for purchasing and updating

-   Secures room keys

·         Facilitates chapel reservations in consultation with the chapel
minister

·         Assists the Worship and Liturgy Campus Minister

-   Coordinates with priests who are needed for masses and confessions for
Campus Ministry activities

-   Assists in reminding and getting priest replacements for masses and
confessions

-   Processes and forwards requests for mass sponsorship, intentions and
chapel reservations

-   Oversees preparation for the Saturday 7:30 am mass and also of weekday
masses in the absence of the Campus Minister in charge for the day

-   Assists in preparing materials for special community liturgies and in
photocopying needs

·         Assists the Campus Minister for LS Non-teaching Staff, Faculty,
Professionals & Administrators Formation Program

-   Assists with venue reservations, ordering of food, assembling
materials, and following up participants

-   Provides logistical assistance during events/activities, e.g., building
masses, talks, etc.

-   Coordinates budget requests with the VP for the Loyola Schools for
Faculty retreats

-   Represents OCM and coordinates with OAS for the staff spiritual
formation

·         Assists the Campus Minister for Seniors’ Retreats

-   Takes care of all retreat finance-related preparation, requests,
disbursement and liquidation

-   Coordinates with retreat houses for statement of account and payments

-   Makes transportation arrangements, coordination’s, and payments

·         Assists the Campus Ministers in other CMO activities



6.  Performs other duties that may be assigned from time to time by the
Director



*Qualifications:*

·         Bachelors Degree holder preferably in a Business related
course

·         Has 3 years of relevant work experience in secretarial
andbookkeeping work

·         Working knowledge in Spiritual Formation and Parish Ministry, an
advantage

·         Proficient in MS Office applications

·         Has good command of spoken and written English and Filipino



*Interested employee must write a letter of intent addressed to their
supervisor/unit head indicating:*

*1.       **What you can contribute to the position?*

*2.       **Why you want to apply for the position?*

*3.       **Why you are qualified for the position?*



*The endorsed letter of intent attached with the employees updated resume
must be submitted on or before 24 April 2015.*



*Christine L. Velasco*

*HR Assistant II*

*Workforce Planning and Capability Development*

*               Office of Human Resource Management and Organization
Development             *


-- 
*OHRMOD - Care, service and solutions @ work*

*Workforce Planning & Capability Development*
*Office of Human Resource Management & Organization Development*
*4266001 loc. 4158*
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