Administrative Assistant VI

2 weeks ago

Quezon City, National Capital Region, Philippines Ateneo Full time
Administrative Assistant VI | Office of Campus Ministry

Posted 3 months ago and deadline of application is on 29 Jun

Recruiter was hiring 7 hours ago

Job Description

Summary of Work Activities and Responsibilities

Under the supervision of the Director of the Campus Ministry Office, the Administrative Assistant VI assists in the day-to-day operations of the Office of Campus Ministry by providing administrative, logistical, financial management support to ensure the smooth run of the spiritual programs and activities.

Main Duties and Responsibilities

I. Frontline Duties and Administrative Support

  • Attends to office communications (incoming and outgoing) letters, memos, mails, emails
    • Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner
  • Oversees and manages the calendar, meeting, and appointment schedules of the Director
  • Handles coordinator and logistical support requirements for meetings
    • Prepares materials, reserves venues, and orders food for meetings headed/organized by the Office
    • Coordinates arrangements for guests of the Office (e.g. parking slots, entry, egress, etc.)
  • Oversees the physical upkeep of the office and coordinates job order requests with the Central Facilities Management Office for repair and maintenance
  • Ensures that office and program supplies/resources are replenished, properly stored, and in good working condition
  • Serves as attendance custodian of the Office
    • Faciliates processes related to ohrmod (e.g. absence reports, leave applications, credits and conversion, hiring, performance evaluation and promotion) and to employee development

III. Budget and Financial Management Support

  • Works closely with the Director in preparing the budget proposal of the Office for the fiscal year, and initially drafts the budget reports based on the Office's financial trends and needs
    • Prepares financial documents such as Budget Proposals and Forecasts, Order for Check, Petty Cash Replenishment, Cash Advance Requests, Budget Transfers, Reimbursement of Expenses, Summary of Expenditures Requisitions, etc. and routes for necessary approvals
  • Prepares and processes all financial-related transactions for the implementation of the different spiritual programs and activities, with the approval of the Director
    • Processes requests for check, payables, and cash disbursement (e.g. stipend of priest, honorarium of facilitators and speakers, etc.)
  • Assists budgetary requirements for Integrated Ateneo Formation (InAF) program in close coordinator with respective Campus Ministers
  • Collects and records mass collections & daily expenses, deposits, mass collections to the Bursar, and prepares sumaries of mass collections/donation reports

III. Logistics and Activities Support

  • Assists the Campus Ministers and the Chaplains in various logistical preparations pertaining to the implementation the different spiritual formation programs and activities
  • Reminds priests of their assigned schedules and looks for possible replacements as needed
    • Serves as faith-sharing facilitator and provides general support during the actual run of the programs and activities as needed
    • Designs promotional materials and collaterals for employee retreats, as needed
  • Serves as Rupert Meyer Library Custodian:
    • Facilitates the release and receiving of borrowed RML materials, mass kits, and office equipment
    • Monitors and regularly conducts inventory of all Rupert Meyer Library materials and equipment

IV. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative

Minimum Qualifications

Knowledge, Skills and Abilities

  • Exposure in planning, organizing and budgeting
  • Proficient in MS Office applications
  • Working knowledge in Spiritual Formation and Parish Ministry, an advantage
  • Has good command of spoken and written English and Filipino

Education and Experience Requirements

  • Bachelor's Degree holder preferably in a Business-related course
  • Has 3 years of relevant work experience in secretarial and bookkeeping work

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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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