[Blueboard] JOB VACANCY at the Department of Philosophy, Loyola Schools

Careers in Ateneo careers.hrmod at ateneo.edu
Tue May 26 18:15:33 PHT 2015

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


Department of Philosophy

*Job Summary*

Under the direct supervision of the Chair, the Department Secretary III
performs administrative, secretarial, and clerical duties to support the
daily operations of the department.

*Job Responsibilities*

1.    Secretarial Support to the Chair

·         Provides the Chair logistical and administrative support

·         Calendars appointments for the Chair

·         Drafts routine correspondences of the Chair

·         Responds to inquiries regarding Department activities,
programs,and refers callers to the right person when necessary

·         Receives incoming messages, calls, fax messages, and office mail
for members of the department

·         Receives incoming memos and other documents from other LS offices

·         Safeguards confidential matters/documents of the Office

·         Assists in the use and reservation of facilities and equipments

·         Takes minutes of the meeting for the Chair, as needed

2.    Documentation &Records Support Function

·         Assists in processing appointment and hiring papers of new
full-time and part-time faculty members, Graduate Assistant and Teaching

·         Prepares/updates documents (Faculty Advance Approval for New
Faculty, Approval Form for Rehiring of Part-time Faculty, Third Summer
Leave, Faculty Consultation hours, Waiver Request, etc.) for submission to
the Office of the Dean

·         Encodes and posts faculty data on AIFIS every semester

·         Encodes and posts class data on AISIS every semester

·         Prepares documents (Course Offerings, Dissolved Classes, Class
Schedule Change, Letter of Pre-Enlistments and request for tagging certain
classes, etc.) for approval of the Chair to be submitted to the Office of
the Registrar

·         Prepares documents (Faculty Adviser & Style Readers for
Thesis/Dissertation, Comprehensive Exam Questions, etc.) for submission to
the Office of the Associate Dean for Graduate Programs.

3.    Administrative Support to the Faculty

·         Assists faculty in logistical matters concerning classes, such as
coordinating with the Registrar's Office in finding suitable classrooms.

·         Assists in the administration of various Registration related
concerns of both faculty and students

·         Coordinates with faculty for their class lists, prepares grading
sheets and completion forms as needed every semester

·         Files electronic and hard copies of syllabi, grading sheets,
completion forms and evaluation forms in coordination with Office Assistant

·         Reminds faculty for online student evaluation and schedules with
the Office Assistant student evaluation of faculty in classrooms.

4.    Administrative Support to the Students

·         Encodes/updates student's Individual Program of Study (in
coordination with undergraduate and graduate coordinator)

·         Assists Undergraduate and Graduate Coordinator with
student-related information dissemination and formats questions for
comprehensive examinations based on the existing template

·         Files records of the Minors, Majors, and Graduate Students in
coordination with the Office Assistant and Coordinators

·         Screens and coordinates the consultations /appointments of
students and guests with faculty

5.    Budget and Financial Management Support

·         Prepares annual budget summary expenses

·         Prepares annual budget request for the office supplies, request
for new equipments and minor and major office improvements

·         Prepares Order for a Check, Petty Cash Vouchers and request for
Budget Transfers in coordination with the Office Assistant

·         Purchases, monitors, and maintains sufficient stock of office
supplies and equipments

·         Monitors Office Budget and DCB Account of the Office.

·         Keeps the financial records and expense accounts of the office

6.    Events Management Support

·         Assists in the logistical & secretarial requirements for
department sponsored conferences and special events, as needed

·         Sends information and promotional material of events to Blueboard
and other offices concerned

·         Part of the department PR team in monitoring department
yahoogroup information, SOH website content, and social network information
on events and activities

·         Disseminates information regarding conferences, schedules, and


·         Bachelors Degree

·         At least 5 years of experience working in the academe

·         Has  knowledge of MS Office (Word, Excel, PowerPoint)

·         Has commendable interpersonal skills and ability to build rapport

·         Skill in managing and keeping track a variety and volume of data

·         Book keeping and basic budget management skills

*Interested applicants must submit the following:*

*     I.        **Letter of intent addressed to HR Head, duly endorsed by
your supervisor, indicating...*

·         *why you want to apply for the position? *

·         *why you think you are qualified for the position?*

·         *what you can contribute to the office if you were hired in this
position *

*   II.        **Letter of Recommendation from your immediate supervisor
(see attached template).*

*The above stated documents, along with your updated resume must be
submitted on or before 5 June 2015 to:*

*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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