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
  

• 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
  

• 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
  

• 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
  
  

• 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