Administrative Assistant

2 weeks ago

Quezon City, National Capital Region, Philippines Ateneo Full time
Administrative Assistant | Strategy and Quality Management Office

Posted 10 months ago and deadline of application is on 31 Jul

Recruiter was hiring 18 hours ago

Job Description

Summary of Work Activities and Responsibilities:

Under the supervision of the Director, the Administrative Assistant provides frontline, secretarial, administrative, logistical, and general office management support. S/he also coordinates and liaises with third party service providers and ensures that confidentiality & discretion in handling restricted information and personal data are observed.

Main Duties and Responsibilities:

1. Secretarial and Administrative Support

  • Oversees and manages the calendar, meeting, and appointment schedules of the Director
  • Handles coordination and logistical support requirements for meetings, events, and activities including those headed by the Director and/or its other administrators
  • Assists in preparing data requirements, translating findings into briefs/reports, and submitting reports
  • Contributes to efforts in communicating and promoting to various stakeholders vital and up-to-date information, reports, and initiatives in support to offices or committees looking into University strategies, rankings, and accreditations
  • Takes minutes of meetings to document significant and important points
  • Drafts letters, announcements, and correspondences of the office for review and approval of the Director
  • Attends to inquiries and requests from stakeholders and visitors from various communication channels

2. Office Management and Facilities Support

  • Acts as attendance custodian of the Office
  • Summarizes and prepares monthly attendance report
  • Monitors attendance and follows-up submission/filing of leave forms
  • Monitors the inventory of office supplies and resources regularly

3. Communication and Information Dissemination Support

  • Drafts content, press releases, feature articles, and/or write-ups for the Office, as a way to encourage, involve, and showcase the University's strategies, rankings, and accreditations
  • Recommends design, layout, and content for the Office's collaterals whether print or digital, based on the intended communication strategy
  • Coordinates with UMCO for posting of articles and write-ups
  • Serves as repository of all SQMO communication materials

4. Records Management Support

  • Receives, files, and safeguards Office records, mails, facsimile messages, and other communication materials
  • Records incoming and outgoing mails and documents for signature when needed
  • Assists in gathering and preparing data and drafts reports needed by the Director
  • Assists in preparing, collating, and distributing documents needed for meetings
  • 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
  • Updates office database and maintains files and records of correspondences, documents and other materials for the Office in a systematic manner and consistent with the need to protect confidentiality and data privacy

5. Financial and Accounting Support

  • Maintains and tracks the Office's financial resources by monitoring the expenses vis-à-vis the budget of the Office
  • Prepares and processes financial documents for endorsement by the Director and for submission to the Central Accounting Office (CAO)
  • Coordinates timely submission and processing of billings and payment with the CAO and arranges bank deposits and encashment, as needed
  • Keeps financial records and expense accounts of the office to ensure that all financial documents are properly supported.

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

Minimum Qualifications

Education and Experience Requirements:

  • With at least 1 to 3 years of relevant work experience

Knowledge, Skills, and Abilities:

  • Knowledge of office management systems and procedures
  • Basic Accounting and Financial Management skills
  • Proficient in MS Office applications
  • Knowledge and skills in records management and safeguarding confidential records
  • Excellent organizational, planning, and time management skills
  • Good interpersonal, networking, and partnering skills
  • Strong attention to details
  • Good oral and written communication skills

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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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