Administrative Assistant for University Office of Decorum and Investigation  

**Please note that the job description is subject to revision and improvement.

Summary of Work Activities and Responsibilities:

Under the supervision of the Director, the Admin Assistant provides frontline, logistical, and clerical support for the University Office of Decorum and Investigation, and the University Committee on Decorum and Investigation and Disciplinary Action Committee.

Main Duties and Responsibilities:

I. Office Secretarial Support

• Monitors the Director’s meeting agendas, and prepares materials needed per instruction of the Director.
• Attends to and screens phone calls and walk-in guests’ inquiries and requests, and
• directs them to the proper recipients.
• Receives incoming memos and correspondences.
• Routes outgoing documents within the campus, and engages mail service providers for off campus deliveries.
• Keeps financial records of Office transactions.
• Serves as custodian of office equipment, supplies, and files.
• Maintains / updates the content of the office website, upon instruction of the Director, and in coordination with the appropriate offices.

II. Case Investigation Support

• Receives complaints letters and documents
• Scans and organizes case files for permanent storage.
• Provides staff support for cases, which includes, but not limited to scheduling of interview, documentation, coordination with Human Resources and/or school disciplining offices, record keeping, etc.
• Initiates standard processes such as filling in necessary data in notices/forms and for the approval of the Officers and Director.
• In charge of all logistical requirements for the hearings and meetings, including but not limited to:
  • Contacting attendance of committee members for hearings and meetings, and ascertains quorum
  • Handling of reservation of venue, equipment, and catering
  • Collating, reproducing, distributing, collecting, (and disposing duplicates) case files / collateral.
  • Transcribes hearings and deliberations, when necessary.

III. Performs other duties and responsibilities as may be assigned by the Director and authorized representatives.

Knowledge, Skills and Abilities:

• Good oral communication skills
• Very good writing skills
• Proficiency in documentation
• Basic record keeping, accounting and fiscal knowledge
• Proficient in MS Word, Excel, Powerpoint
• Good interpersonal skills
• Very good in planning and organization
• Keen attention to detail

Education and Experience Requirements:

• College graduate
• Experience in office work and documentation