Student Discipline Assistant  

Summary of Work Activities and Responsibilities:
The Student Discipline Assistant provides frontline, clerical, and logistical support in the day-to-day operations of the OSAS and the Discipline Committee (DC).

Main Duties and Responsibilities:
I. Student Discipline Support

• Receives and processes applications for Certificate of Good Moral Character (CGMCs) and clearance requests
  • Provides guidance to applicants regarding the processing of requirements and payment options for CGMC and clearance requests
  • Reviews student discipline records to determine eligibility for the issuance of a standard CGMC and refers applications involving Qualified or Provisional CGMCs to the appropriate Administrator concerned
  • Prepares approved CGMCs and clearances within the prescribed processing period
  • Releases approved CGMCs and clearances through the designated delivery channel (e.g., courier or on-site pick-up) and coordinates related arrangements with applicants
  • Prepares and submits periodic reports related to CGMC processing, production, and income
• Coordinates with assigned Administrators regarding the implementation and monitoring of disciplinary sanctions, including scheduling, hold orders, clearance requirements, suspensions, and disciplinary probation
  • Drafts the Notice of Charge and Summary of Charges for the review and approval of the assigned Administrator
  • Manages documentation related to community service requirements, including issuance and safekeeping of time cards, and monitoring student attendance and compliance
• Monitors the status and timely progression of disciplinary cases from receipt to closure and coordinates with concerned Administrators regarding deadlines, targets, and delays

II. Frontline and Secretarial Support

• Serves as the receptionist and attends to inquiries and requests from stakeholders and visitors from various communication channels (e.g., face-to-face, email, phone) and coordinates the flow of information internally and with other offices concerned
  • Records and maintains incoming requests, reports, and submissions for proper documentation and tracking
  • Refers complaint reports and submissions to the appropriate case handlers or the Student Conduct and Discipline Head for appropriate action
  • Uploads and maintains complaint-related documents in the appropriate designated folders or repositories
  • Receives and routes incoming memoranda and correspondence to the appropriate Administrator concerned
• Handles coordination and logistical support requirements for meetings, hearings, or interviews organized by the Office
  • Prepares transcripts and minutes of hearings for review and approval of the DC Chair
  • Maintains and updates case records and databases, including encoding case information, sanctions, and progress updates received from case handlers

III. Resource Management Support

• Ensures that office supplies and resources are replenished, properly stored, and in good working condition
  • Monitors the inventory of office supplies and resources regularly
  • Orders and purchases office supplies/equipment as needed
• Verifies payments for CGMC requests through the official payment platform and reconciles monthly income records with corresponding balances
• Assists in the preparation of the yearly budget request by gathering the necessary documentation
  • Maintains financial records and expense accounts of the Office to ensure that financial documents are properly supported

IV. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative

Knowledge, Skills, and Abilities:

• Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting communications, budget, and expenses, etc.
• Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas
• Service Orientation: Actively looking for ways to help people
• Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and possesses basic skills in managing websites, contributing to online presence, creating presentations, and content management
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at an inappropriate time
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen on details

Education and Experience Requirements:

• With a Bachelor’s degree, preferably in Psychology or Education
• At least one (1) year of relevant work experience
• Experience in counseling, investigation, or law is an advantage