Administrative Assistant | Office of Social Concern and Involvement  

The Administrative Assistant provides administrative, secretarial, and logistical support
to OSCI. The role supports the implementation of various social formation programs by
coordinating communications, managing office resources and financial documentation,
and serving as a primary point of contact for students, faculty, and partner communities.

Main Duties and Responsibilities:
I. Frontline and Secretarial Support
● Attends to inquiries and requests from stakeholders and visitors from
various communication channels (e.g., face-to-face, online, phone, office
email) and coordinates the flow of information internally and with other
offices concerned
● Receives and records Office correspondences and communication
materials, and carries out appropriate actions
● Attends office plenaries, evaluation sessions, and planning activities,
including retreats and recollections
o Documents meetings to record key discussions, agreements, and action
points

II. Resource Management Support
● Ensures that office supplies and resources are replenished, properly stored,
and in good working condition
o Canvasses and purchases materials needed for various formation
programs
o Maintains an accurate inventory of office supplies and equipment
● Assists in processing the Office’s financial transactions to support the
implementation of formation programs and office operations
o Prepares Orders for Check and monitors the release of funds for program
activities
o Processes and submits liquidation reports for the Office and Student
Affairs Professionals (SAPs)
o Requests, disburses, and liquidates communication allowances for the
SAPs of the program

III. Program Monitoring Support
● Maintains accurate records of student services, events, meetings, and
program outcomes
● Monitors the deployment and assignments of SAPs to ensure appropriate
staff availability and timely updates on program activities
● Monitors the status of program requirements and deliverables to remind
concerned staff of pending deadlines and targets

IV. Coordination and Logistical Support
● Handles coordination and logistical support requirements for meetings,
conferences, office activities, off-campus programs, and other events,
including coordination with various University offices/units for facility,
safety, and other related arrangements
o Prepares materials, reserves venues, and orders food for meetings
headed/organized by the Office
o Coordinates arrangements with the Campus Safety and Mobility Office
(CSMO) for guests of the Office (e.g., parking slots, entry, egress, etc.)

● Must be a graduate of any Bachelor’s degree
● Preferably with at least two (2) years of relevant work experience
● Experience in an academic setting is an advantage
● With good work ethic