Administrative Assistant for Administrative and Student Services

Administrative Assistant for Administrative and Student Services Job Description Summary of Work Activities and Responsibilities: Secretarial and Administrative Support Attends to inquiries and requests from stakeholders and visitors from various communication channels (e.g. face to face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned Receives and records Office correspondences and communication materials and carries out appropriate actions Handles coordination and logistical support requirements for meetings, events, and activities Contributes to efforts in communicating and promoting to various stakeholders vital and up-to-date information, reports, and initiatives pertaining to University strategies, rankings, and accreditations Serves as a repository of all communication materials of the Office of the Associate Dean for Administrative and Student Services Collates data and prepares reports pertaining to staff formation, health & wellness, etc. and submits to the Assistant to the Associate Dean for Administrative and Student Services for review and endorsement Coordinates with the Office of Mission and Identity to update and/or submit reports on MI-related programs Coordinates with the University Physician’s Office and/or Higher Education Clinic on protocols related to employees and students’ health and wellness Coordinates with Campus Security and Mobility Office on campus security and safety protocols Coordinates with Graduate School of Business sub-offices, Finance and Treasurer/Central Accounting Office and Central Purchasing Office on inventory and/or disposal of office equipment and furniture Keeps financial records and expense accounts of the Office to ensure that all financial documents are properly accounted for Works closely with the Assistant to the Associate Dean in preparing the budget proposal of the Graduate School of Business, and provides information in drafting budget reports (e.g. supplies and expenses, new equipment, minor and major improvement, etc.) Prepares and processes all financial-related documents (e.g. order for checks, reimbursements, liquidation reports, petty cash vouchers, etc.) for approval by the ADASS and submission to the Central Accounting Office Assists in monitoring collection activities of Graduate School of Business Records Management Support 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 Maintains pertinent files and records and facilitates disposal of old files and records according to University guidelines Human Resource Matters Support Facilitates the routing and submission of HR-related documents to Office of Human Resource Management and Organization Development (e.g. hiring justifications, Terms of References, etc.) and conducts follows throughs as needed Provides support in filling in of vacancies in the School through: Provides administrative support in the implementation of the developmental plans for employees under the Graduate School of Business Other Office-Related Tasks Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative. Minimum Qualifications Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Applications Coordination Skills: Ability to proactively coordinate, and manage actions in relation to others Records Management Skills: Ability to manage files and records, take minutes and documentation, and keep matters confidential Secretarial and Clerical Support Skills: Knowledge of administrative and clerical procedures and systems such drafting of memos and interdepartmental communications, office budget and expenses, etc. Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Time Management Skills: Ability to use one’s time and resources efficiently and effectively Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology. Education and Experience Requirements Bachelor’s Degree With at least one (1) to three (3) years of relevant work experience Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, 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 High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City. 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. 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. 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. #J-18808-Ljbffr