Assistant to the Director (Campus Safety and Mobility Office)

Summary of Work Activities and Responsibilities:

Under the supervision of the Director of the Campus Safety and Mobility Office, the Assistant to the Director oversees the Office’s administrative and financial process, and general workflow.

The position coordinates the Office’s operational requirements with all the University units, offices and campus stakeholders, and monitors the achievement of goals.

Main Duties and Responsibilities:

• Coordinates with various offices and external stakeholders for the achievement of the Office’s mandates.
• Nurtures partnerships with all levels of employees from individual to teams across all levels – from entry to executive leadership – with the intention of understanding their needs.
• Where appropriate, conducts initial reviews of documents submitted to the Director, ensuring that all documents submitted are adequately supported, and provides necessary recommendations.
• Communicates and coordinates documentation controls and compliances, permits, contract management, and document archiving with other offices prior to securing the approval of the Director.
• Keeps track of the deliverables, timelines, agreements of meetings for the Director.
• Manages the daily operations of the Office, which includes monitoring office supplies and equipment, physical space maintenance or improvements.
• Recommends new systems to better manage office operations.
• Drafts Office reports and ensures that all expected reports after the approval of the Director are submitted on time.
• Oversees safekeeping of Office records and documents.
• Manages the flow of communication and ensures proper dissemination of announcements, reminders, activities, etc. within the Office.
• Attends to inquiries and requests related to campus safety, security and mobility, and, if necessary, forwards inquiries and requests to the relevant Section.
• Drafts the necessary communications and guidelines for the Director.
• Assists in preparing templates, infographics, presentation materials, based on the content provided by the Director.
• Where possible, supports the different units in CSMO in preparing information and education campaigns to enhance understanding of the Office policies, processes, systems, and programs.
• Serves as the Office’s main point person for all HR- related matters, closely coordinating with the HR Cluster for the fulfillment of requirements and resolution of concerns in the areas of recruitment, performance management, training and development, compensation and benefits.
• Coordinates with the Mission Integration Cluster for continuous formation programs and activities that may be offered to the CSMO team.
• Leads the preparation of CSMO group activities (e.g., mid-year/year-end planning, teambuilding, retreat, recollection, and rest and recreation.
• Manages the performance of employees under its supervision, by scheduling work assignments and rotational shifts, setting standards/targets, monitoring and evaluating the performance and attainment of those goals, and providing development opportunities.

• Manages the budget and other financial transactions of the Office, ensuring proper utilization of Office funds.
• Monitors the financial records and expenses account of the Office.
• Maintains a systematic process of monitoring the office budget and expenditures.
• Conducts periodic audits of budget items, including comparison of budget to actual expense.
• Tracks and analyzes actual expenditures against budget, identifies and reports budget variances, and recommends corrective actions to address budget variances.
• Monitors the submission of forms to the Central Accounting Office to ensure regular payments of operating expenses including utilities.
• Reviews and endorses electronic request for payment, budget transfer and other request for funding.
• Processes and endorses transactions for the CSMO DCB Accounts, for the approval of Director.
• Initiates the preparation of the yearly budget proposal, including forecasting costs based on CSMO projects, in consultation with other members of CSMO, and submits consolidated recommendations to the Director.

• Prepares and coordinates logistical requirements for meetings, programs, and events.
• Keeps track of campus-wide events and informs Director of any concerns observed or heard.
• Processes drone registrations and applications for flying permits.

IV. Performs other duties and responsibilities as may be assigned by the immediatesupervisor or any authorized representative

• Administration and Management: Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Coordination: Adjusts actions in relation to others' actions.
• Active Learning: Understands the implications of new information for both current and future problem-solving and decision-making.
• Instructing: Teaches others how to do something.
• Time Management: Manages one's own time and the time of others.
• Critical Thinking: Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Systems Analysis: Determines how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
• Systems Evaluation: Identifies measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
• Management of Employees: Motivates, develops, and directs people as they work, identifying the best people for the job.
• Relationship Management: Ability to maintain favorable public relations, and effective relationships with staff and employees

• Bachelor’s degree
• With at least 5 years of relevant work experience
• With at least 1 years supervisory experience
• Experience working in an academic setting is an advantage