Office Assistant for Confucius Institute  

Note: JD still under revision and may be subject to further changes.

Summary of Work Activities and Responsibilities:

Under the direct supervision of the Institute Director, Office Assistant IV provides administrative support related to the Institute’s services.

Main Duties and Responsibilities:
I. Resource and Information Services

• Implements the Center’s information policies and procedures.
• Implements convenient and cost-effective access to the Center’s information services, technology and media.
• Prepares reports related to information services, technology and media services, resources and activities.

II. Access to collections and resources

• Maintains collection management policies and procedures.
• Performs original classification of print, audio-visual and electronic resources.
• Develops and maintains special indexing systems and files for special collection.
• Ensures an accurate inventory of resources.
• Ensures efficient retrieval by users.
• Maintains inventories, compiles statistics and generates reports as required.
• Develops and maintains cataloguing procedures.
• Determines the type of cataloguing required.
• Enters cataloguing data into the library’s automated systems.

III. Frontline support for users

• Responds to daily on-site requests for information.
• Guides users to effectively search the catalogue, internet and other electronic resources.
• Provides an interlibrary loan service for both books and audiovisual materials.
• Maintains records for the interlibrary loan service, circulation files, records and statistics.

IV. Provides research services for the directors

• Collects data and other materials needed in the research projects of the Institute.

V. Perform other duties as may be required by the Immediate Supervisor and authorized representative.

Knowledge, Skills and Abilities:

• Knowledge of library services
• Communication skills
• Interpersonal skills
• Proficient in MS applications

Education and Experience Requirements:

• Any Bachelor’s degree preferably with Chinese language units

Stakeholder Relationship:

• The Office Assistant IV will work closely with the Ateneo Confucius Institute’s Directors, Program Officers, and Program Assistants. The employees will provide administrative support related to the Institute’s services.
• The position will also involve working closely with the Institute’s students, who are mostly professionals, and with language teachers. The employee will oversee social media marketing, class enrollment, and teacher loading.