Administrative Assistant I (Reproduction Machine Operator III)

University of the Philippines-Diliman - Government; Philippines; On-site; PHP 201,000 - 290,000; Full time

Job summary

University of the Philippines-Diliman in the Philippines seeks an administrative support staff for the FLCD Department to encode, transmit, and keep records of communications, reports, and documents. The role includes assisting faculty with retrieving and storing class materials and preparing documents for appointments and renewals.

You will monitor submissions of staff and faculty forms, answer inquiries, file records, forward notices, and prepare budget-related paperwork.

Responsibilities

• Encodes, transmit to people concerned, and keep record of communication, reports and other documents and letters pertaining to DFLCD.
• Assist faculty members in retrieving, keeping, and storing documents used for in-person/face-face classes.
• Preparation of basic documents for the hiring and renewal of appointments of full-time faculty members and lecturers.
• Monitor and supports submission of different forms of staff and faculty members including certificate of service, individual faculty service, weekly schedule, annual report, as well as other budget-related documents such as vouchers, purchase requests, etc.
• Answer telephone and e-mail inquiries and relay messages and make urgent calls regarding faculty meetings, etc.
• File, retrieve, and maintain Department office records including minutes of the meetings, memos, and presentations.
• Forward notice of the Department Meeting, prepare venue, and distribute related documents (minutes of the meeting, readings, and other attachments).
• Prepare APP, PPMP, PR's and Reimbursements for FLCD Department.
• Keep record and process requests of faculty studies, research, and extension activities.
• Assist in enlistment and registration of students, and communicate registration concerns to the College Secretary.
• Perform all other tasks as may be assigned by the Department Chairperson or Faculty-in-Charge.
• Route incoming memos and outbound memos, ongoing projects/ engagements, minutes of meeting to FLCD faculty, etc.

Job description

• Encodes, transmit to people concerned, and keep record of communication, reports and other documents and letters pertaining to DFLCD.

• Assist faculty members in retrieving, keeping, and storing documents used for in-person/face-face classes.

• Preparation of basic documents for the hiring and renewal of appointments of full-time faculty members and lecturers.

• Monitor and supports submission of different forms of staff and faculty members including certificate of service, individual faculty service, weekly schedule, annual report, as well as other budget-related documents such as vouchers, purchase requests, etc.

• Answer telephone and e-mail inquiries and relay messages and make urgent calls regarding faculty meetings, etc.

• File, retrieve, and maintain Department office records including minutes of the meetings, memos, and presentations.

• Forward notice of the Department Meeting, prepare venue, and distribute related documents (minutes of the meeting, readings, and other attachments).

• Prepare APP, PPMP, PR's and Reimbursements for FLCD Department.

• Keep record and process requests of faculty studies, research, and extension activities.

• Assist in enlistment and registration of students, and communicate registration concerns to the College Secretary.

• Perform all other tasks as may be assigned by the Department Chairperson or Faculty-in-Charge.

• Route incoming memos and outbound memos, ongoing projects/ engagements, minutes of meeting to FLCD faculty, etc.