Deskripsi Pekerjaan
Are you a meticulous and highly organized professional passionate about information management? The University of Science and Technology of Southern Philippines (USTP), a beacon of innovation and academic excellence in the region, is seeking a dedicated Administrative Officer I (Records Officer I) to join our dynamic team in Northern Mindanao. This pivotal role is essential in maintaining the integrity, accessibility, and security of the University's crucial records and documents, directly supporting our mission of academic excellence, cutting-edge research, and impactful community service.
As an Administrative Officer I with a specialized focus on records, you will be at the heart of our administrative operations. You will play a vital part in ensuring the University's operational efficiency and regulatory compliance. Your core responsibilities will involve the systematic management of official records, from creation and classification to storage, retrieval, and eventual disposition, all in strict adherence to established university policies, legal requirements, and best practices in archival science. Your expertise will not only safeguard invaluable historical and operational information but also streamline administrative processes, provide reliable data for critical decision-making across various departmentsāfrom student affairs and faculty administration to research and financeāand ensure the confidentiality of sensitive information.
We are looking for an individual with a strong commitment to detail, exceptional organizational and analytical skills, and a proactive, problem-solving approach to records management challenges. The ideal candidate will thrive in a structured environment while also contributing ideas for continuous improvement. If you are ready to make a significant contribution to a leading academic institution and grow your career in a supportive and forward-thinking environment, we invite you to apply. Join USTP and help us build a robust, accessible, and secure information infrastructure that empowers our faculty, staff, and students for the future.
Tanggung Jawab
- Manage, classify, index, and maintain all official university records, documents, and archives (both physical and digital).
- Implement and ensure strict compliance with established records management policies, procedures, and legal mandates, including Civil Service Commission guidelines.
- Oversee the storage, retrieval, retention, and disposition of records according to approved retention schedules and confidentiality protocols.
- Assist in the development, improvement, and maintenance of the university's records management systems and databases.
- Provide guidance, training, and support to university staff on proper records handling, documentation, and information security practices.
- Prepare comprehensive reports and provide accurate data related to records management activities and compliance status.
- Ensure the confidentiality, integrity, and availability of sensitive and critical information across all university departments.
- Coordinate effectively with various internal departments to facilitate efficient information flow and document processing.
Kualifikasi
- Bachelor's degree in Public Administration, Archival Science, Library and Information Science, Business Administration, or a related field.
- Proficiency in office productivity tools, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Demonstrated strong organizational skills, meticulous attention to detail, and a methodical approach to tasks.
- Excellent written and verbal communication skills, with the ability to interact professionally with diverse stakeholders.
- Ability to work independently, prioritize tasks effectively, and collaborate constructively as part of a team.
- Familiarity with Philippine Civil Service rules and regulations, particularly those pertaining to records management, is highly advantageous.
- Previous experience (at least 1-2 years) in records management, document control, or administrative roles, preferably within an academic or government institution.
- A proactive mindset with a strong commitment to accuracy and data integrity.