PACS is looking for an Administrative Officer!
Type: Full-time
[Application is CLOSED]
Job Summary:
This position reports to the Board of the Philippines Association for Chinese Studies (PACS).
The Administrative Officer acts as the point of contact for providing administrative support and managing day-to-day office tasks that require multitasking across a range of responsibilities, including scheduling, generating reports, handling internal accounting activities, receiving and forwarding communications, and organizing programs. The Administrative Officer is also expected to have a working knowledge of office management tools to ensure the organization’s administrative activities are run smoothly on a daily and long-term basis.
The Administrative Officer also acts as the research liaison officer for providing administrative support and managing research-related tasks that require an end-to-end delivery of various research outputs. The Administrative Officer is also expected to have a working knowledge of research and project management tools to ensure the organization’s research programs and outputs are achieved in a timely manner. The role may involve working across a variety of research-related projects, possibly including PACS Research Grants Program and/or Chinese Studies Journal.
Qualifications and Skills:
– Highly organized and has a keen eye for details
– Self-motivated and takes initiative
– Able to multitask
– Has a sense of urgency and is able to work under pressure
– Possess strong communication skills, research, and analytical skills
– Excellent writing and presentation skills
– Resourceful in solving problems
– Familiar with various office management tools
– Knowledge of project management is a plus
– With good teamwork and coordinating skills in liaising with writers, presenters and external researchers
Education and Experience Requirements:
– A bachelor’s degree in any Social Science course engaged in China Studies is preferred
– Has a good command of oral and written English language
– With at least 1 year of work experience is a plus
– Proficient in office management tools
– With experience in the academic and/or research sector is preferred, but not required
– Has a passion for PACS vision, mission, objections, and the ability to coordinate with various networks of PACS
Job Responsibilities:
- Organizes and manages schedules and calendars for PACS, including Board meetings and Calendar of Activities.
– Receives and processes, communication channels, including email, phone, and social media accounts.
– Assists in organizing events and coordinates with PACS service providers to achieve appropriate organizational report submissions (e.g. recording of accounting activities and updating of organizational papers)
– Ensures good and updated record of PACS networks (e.g. members, sponsors, partners, supporters, service providers, etc.)
– Attends meetings and record notes and messages for the Board
– Generates reports for the Board as needed
– Assists the Board and Committee-in-Charge in the full execution of PACS Research Programs and Outputs, including organizing schedules and managing timelines.
– Performs administrative duties concerning PACS Research Grants Program, including but not limited to preparing Call for Paper announcements, collating submissions for evaluation, producing high quality and varied research outputs for a range of audiences.
– Draws up detailed technical specifications or improvements of the Programs as required.
– Works closely with relevant internal committees and with external stakeholders to manage relationships and deliver work.
– Any other duties as required by the Board or the Committee-in-Charge.
