Office Assistant V

2 weeks ago

Quezon City, National Capital Region, Philippines Ateneo Full time
Administrative Assistant V | Dean's Office

Posted 8 days ago and deadline of application is on 29 Jun

Recruiter was hiring 4 hours ago

Job Description

Summary of Work Activities and Responsibilities:

Under the supervision of the Dean and the Assistant to the Dean of the School of Humanities of the Loyola Schools, the Office Staff V provides secretarial, logistical, documentation and budget monitoring responsibilities in the day- to-day operations of the office.

Main Duties and Responsibilities:

  • Acts as the receptionist of the Office of the Dean in receiving visitors (internal and external) and directing them to the proper person/office concerned
  • Handles incoming and outgoing documents of the office
  • Manages the flow of incoming telephone calls and visitors
  • Sends and Logs fax message
  • Administrative and Secretarial Support
  • Assists in receiving and screening documents for faculty (full-time/part-time), visiting professor
  • Prepares the summary of Application for Short-term Leaves of Faculty
  • Assists in the preparation of Summary of Waivers of Faculty and list of names of SOH Faculty for Christmas gifts
  • Provides logistical support during faculty evaluation as needed (preparation of letters to evaluators, preparation of evaluation forms, etc.)
  • Assists in disseminating information regarding deadlines, follow up about faculty matters, meetings, etc.
  • Handles reservation of Natividad Galang Fajardo Conference Room and 6 Consultation rooms
  • Files and safekeeps confidential matters/documents of the Office
  • Helps oversee posting of materials of the SOH lobby monitor
  • Monitors proper use and safekeeping of office equipment and supplies
  • Budget and Financial Support
  • Provides support in the preparation of yearly budget request for the office supplies, new equipment, minor and major office improvements and new positions for faculty
  • Assists in monitoring Office Budget and DCB Account of the Office.
  • Keeps financial records and expenses account of the office
  • Prepares monthly and annual budget summary expenses
  • Prepares Order for a Check, Petty Cash Vouchers and request for Budget Transfers, Liquidation and reimbursement reports
  • Oversees in maintaining sufficient stock of office supplies

IV. Events Support

  • Provides logistical support in various school events ( Vivan Las Humanidades SOH Awarding of Minors, Open House, Merits Scholars, Director's List, Loyola Schools Awards for the Arts, Horacio dela Costa Lecture Series, Magpakatao Lecture, Junior Term Abroad, etc.)
  • Assists in sending communication with the staff and contact persons from other schools and suppliers with regard to logistical requirements of various events and activities.
  • Takes photos and videos of events for documentation purposes
Minimum Qualifications

Knowledge, Skills and Abilities:

  • Skills in managing and keeping track of important data regarding faculty and students
  • Skills in safeguarding confidential files and personal records of the office files
  • Skills in building rapport among faculty members, students, staff, and visitors
  • Good interpersonal Skills
  • Proficient in MS Office applications

Education and Experience Requirements:

  • With at least 2 years of experience working in the Academe

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The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes.Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students.It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia.The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo's Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.

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