ORGANIZATIONAL FUNCTIONS BASED ON

THE MLQU ORGANIZATIONAL CHART

Under Administrative Services:

1. Human Resource Management / Training and Development

Reporting and working directly under the Manager for Administrative and Support Services, the
Human Resource Management Officer effectively implements HR strategy through developing
and administering policies, programs and services for recruitment, compensation, compliance,
development, support and retention.

Responsibilities include:

o Facilitate a supportive work environment and an engaged workforce

consistent with the University mission, vision, core values and culture;
o Partner with leadership in analyzing, interpreting, and forecasting workforce
trends for department(s) and identify and monitor key HR metrics (vacancy
and turnover rates, aging demographics, etc.);
o Advise and consult with departmental leaders on operational decisions;
facilitating the development of departmental systems or protocols that
promote HR strategy (talent, engagement, and health and well-being) and
ensure various University policies and procedures are followed;
o Serve as departmental resource on human resource policies, and processes;
o interpret and apply HR policies and procedures;
o administer departmental protocols and best practices, ensuring that
department rules, policies, practices and programs meet legal/regulatory
standards and are in compliance with University policies; recommend new
policies or changes to existing policies;
o is a resource for employees for resolving workplace issues;
o evaluate and respond to presenting human resource issues and when
appropriate, consult with collegiate, or refers the individual to other campus
resources;
o Assess and anticipate HR-related needs
o Execute HR programs and services, (e.g. Performance Management,
Recruitment and Retention, Reward and Recognition, Compensation,
Learning and Development, Employee Health, Well-being and Safety,
Employee and Labor Relations, Leave Management, etc.).
o Function as a communication liaison; identify and share departmental issues,
concerns, and needs with top management. A resource for information for
their respective departmental leadership and employees;
o May initiate, review and/or approve HR transactions at the department level;
 o Participate in process reviews, policy development teams, and other
opportunities for campus involvement.

2. Maintenance and Facilities Officer

Facilities Management Officer, reporting directly to the Manager for Administrative and Support
Services, is an administrative unit responsible for the upkeep, repairs and maintenance of the
physical facilities and equipment which are necessary in the operations of the University.

Main responsibilities include the following:

o Daily custodial operations include checking of distinct spaces such as

classrooms, offices, restrooms, laboratories, stairways, corridors, and lobbies.
Custodial services ensure a safe, effective indoor environment, with good air
quality and pleasing aesthetics. The University is committed to sustainability
and utilizes green cleaning practices and solutions, assures staff are trained in
the safe and effective use of equipment and products;
o Maintain and manage the campus buildings and the campus infrastructure;
o Ensure the building code and safety code compliance by providing a
sustainable working environmental and safety plan;
o Conduct space and facility planning;
o Preventive maintenance ensures that systems are in proper working order, and
increases the service life of newly constructed or remodeled facilities, hence,
he is enjoined to initiate construction, repair and renovation projects when
called for;
o Support reduce, reuse and recycle and provide a proper solid waste disposal
plan for the University in accordance with the Quezon City disposal policies;
o Provide custodial services and manage receiving as well as inventory systems
for property and equipment;
o In the event of large or small emergencies, the facilities unit and its crew have
been trained to assist in evacuation of the premises, search and rescue, and
assessment of the buildings for re-occupancy.

3. Campus Security and Safety Office

The Office of the Campus Security and Safety is a service-oriented department under the
Manager for Administrative and Support Services. Its primary concern is to promote a
reasonably safe, secure, welcoming environment for staff, students and campus visitors and
to provide a courteous and efficient front-of-house service during college hours. The role
combines the management of campus security across the college grounds, including
monitoring of student activity, with the need for a customer service standard for everyone on
site and the neighboring community.
Main functions of the unit are:

o Provide a welcoming, courteous and efficient reception service as required for

students, visitors and contractors.
o Implement booking-in arrangements for all visitors and contractors in
accordance with agreed College procedures.
o Regularly undertake campus grounds patrols to monitor and manage security
o Monitor and supervise student behavior across the campus and the immediate
surrounding area, promoting a positive college ethos at all times.
o Take immediate suitable action when incidents of misbehavior occur on site.
o Undertake car park patrols to manage and monitor parking to ensure
compliance with college policies and provide a safe environment.
o Carry out a range of administrative tasks to support the department.
o Undertake security duties to ensure the campus is opened and closed at agreed
times, including locking and unlocking premises, setting and un- setting
alarms, taking responsibility for keys;
o Implement emergency procedures to ensure safe evacuation of the campus in
case of fire or other emergency
o Manage access through the vehicle barriers for deliveries, visitors, collections
drop offs / pickups etc.
o Maintenance of public order, incident response and documentation;
o Emergency and first aid treatment;
o Enforce University rules and regulations for the welfare of the students and
employees.

4. Procurement Services Office

The Procurement Services Office, under the Manager for Administrative and Support
Services directs primarily the purchasing activities of the University such as but not limited
to, purchasing and distributing raw materials, equipment, machinery and supplies. It directs
functions of sourcing and selecting suppliers and contractors, computerized record keeping in
the administrative system and contract generation for all selected suppliers and contractors.

Essential Duties and Responsibilities:

o Analyzes, assesses, and in many cases, generates supplier contracts to insure

favorable terms and conditions and consistency with legal requirements;
o Proactively reviews for University procurements and sets up
bidding/canvassing to save money;
o Proactively works with all departments to insure compliance with University
policies in use and maintenance of operational as well as capital supplies and
materials;
o Implements best practices, such as correct supplier naming and master file
management to modernize purchasing function;
 o Leads the electronic upgrade of the procurement function to enable workflow
and imaging;
o Directs the sourcing process which includes identifying prospective suppliers;
o Directs the canvass processes regarding prospective suppliers to bid and
managing the bid generation and selection processes;
o Revise and implement procurement policies and procedures to reflect best
practices;
o Directs negotiations with suppliers to obtain the best offer available within the
time constraints of the requirement;
o Oversees the placement of orders with suppliers, including orders for capital
equipment, services or other items needed by the organization;
o Directs the preparation and issuance of purchase orders/purchase requisitions
and ensures completeness and clarity;
o Monitors prompt and correct settlement of accountabilities with suppliers and
contractors;
o Analyzes market and delivery conditions to determine present and future
material availability and prepares market analysis reports.

5. University Health Services / School Clinic

University Health Services, under the Manager for Administrative and Support Services,
provides healthcare and public health leadership to support students in reaching their optimal
health so they can achieve their academic and personal potential, as well as the University
staff so they may perform their duties to the best of their capabilities.

Their main responsibilities include:

o Provide health care services: curative, preventive and in some cases,

rehabilitative;
o Facilitates application and scheduling of student health screening;

ESSENTIAL DUTIES & RESPONSIBILITIES:

o Develops implements, manages and evaluates overall activities for health maintenance
and health promotion on the university campus;
o Analyzes the effectiveness of programs, determines need for policies, procedures and
changes in techniques and methods at the Health Services;
o Participates in advisory committees, and task forces that facilitate achievement of work
and project objectives of the Health Services, Office of Student Affairs, and the
University community;
o Establishes and maintains intra and interagency agreements which promote
communication, linkages and networks between the university health programs and
health services in the community;
o Supervises, coordinates and monitors the day-to-day activities of Health Services staff
and consultants;
o Evaluates, recommends and implements procedures to ensure achievement of satisfactory
health outcomes among students;
o Conducts performance evaluations for clinical staff and consultants in accordance with
protocols established by University;
o Develops and monitors plans, plays an integral role in disaster response and mitigation;
o Responsible for budgeting, procurement and requisition of supplies, equipment and other
biological supplies needed for the health clinic;
o Assists with clinical and disease management of patients who come to the health center
and also serves as a resource for training new employees and providing clinical support
for clinicians employed at the health center;
o Provide preventive healthcare programs to the campus community and make appropriate
referrals to off-campus resources;
o Facilitate workshops for new student orientation, resident assistants, student leaders,
faculty, and staff;
o Oversee the maintenance of the Electronic Medical Record system; ensure confidentiality
of information in compliance;
o Interpret, implement, and monitor compliance with directives of the Department of
Health (DOH) as well as mandates from the Department of Education (DepEd) and
Commission on Higher Education (CHED) related to healthcare delivery including
medical staff credentialing, immunization requirements, reporting of
epidemics/contagious diseases, and other public health matters;
o Ensure that all equipment and supplies are in good working order and calibrated
according to manufacturers guidelines, including emergency response equipment.