I. Frontline and Secretarial Support
- Oversees and manages the calendar, meeting, and appointment schedules of the Chair
- Receives and screens incoming and outgoing calls and documents of the Department and responds to inquiries and requests from stakeholders and visitors about the Department’s programs, course curriculum, academic load of students, activities/events, etc.
- Handles communication and information dissemination to relevant stakeholders and offices
II. Resource Management Support
- Serves as the main custodian for all office equipment, resources, books, publications, and supplies
- Assists the Department Chair in preparing the budget proposal of the department for the fiscal year, and initially drafts the budget reports based on their financial trends and needs
- Prepares yearly budget requests for office supplies, new equipment, minor and major improvements, international competitions, etc.
- Maintains and stores the financial records of office transactions and prepares monthly and annual budget summary of expenses
- Processes reimbursements through the Central Accounting Office Payments System (CPS)
- Prepares check requests, replenishment of petty cash, and budget realignments as needed
- Monitors the distribution of salary payments for part-time faculty and conducts follow-ups as needed to ensure timely and accurate disbursement
- Manages equipment and supplies in the office, ensuring timely restocking
- Creates and maintains an up-to-date inventory of all office assets including furniture, equipment, books, audio-visual tools, and printed materials
- Prepares and submits the purchase requests to the Central Purchasing Office (CPO) and receives/checks items upon delivery
- Oversees the proper receipt, storage, and distribution of supplies, ensuring that items are securely stored, easily accessible, and appropriately tracked
- Maintains cleanliness and physical upkeep of the office
III. Academic and Program Support
- Assists the Chair in handling student services and in ensuring the smooth flow of academic procedures according to the guidelines set by the University
- Assists the Chair in the processing of faculty services and concerns
- Assists in sourcing part-time faculty by contacting alumni and former faculty members
IV. Coordination and Logistical Support
- Provides support in organizing and carrying out department talks, special activities, and school events such as faculty meetings, recruitment efforts (e.g., Open House), and year-end celebrations (e.g., Testimonial Ceremony, Graduation)
- Coordinates with Campus Security and Mobility Office (CSMO) for the preparation of the scheduled events to ensure compliance with campus security protocol and requirements
V. Data and Records Management Support
- Oversees the safekeeping and organization of all department documents and official records
- Monitors departmental compliance with all the requirements from the Office of the University Registrar (OUR), Office of the Dean, and other University offices
- Maintains data and records of faculty and students (e.g., student applications, grades, personal details; faculty personnel and teaching records/files, evaluations; etc.), in accordance with the University’s Data Privacy policies and guidelines on confidentiality
VI. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative
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