Administrative Assistant for Student Activities

3 weeks ago

Manila, Philippines Ateneo de Manila University Full time

Overview

Administrative Assistant for Student Activities & Formation and the Ethics Center at Ateneo de Manila University. Full JD to be sent to shortlist.

Responsibilities
  1. Frontline and Administrative Support: Attends to inquiries and requests from stakeholders and visitors of both the Ethics Center and the Office of the Student Activities and Formation and the Office of the Dean 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; prepares and files copies of outgoing correspondences and ensures they are addressed/distributed to intended recipients promptly; provides support to the Dean’s various projects and initiatives (e.g., academic affairs, budget, quality assurance, marketing, school events).
  2. Logistical Support for Office Activities: Assists with the logistical support requirements for trainings, seminars, conferences, retreats, workshops and events headed by the Ethics Center and the Office of Student Activities and Formation; disseminates information and marketing collaterals about these programs through website, email, and/or print channels; prepares materials, equipment, and tokens; ensures reservation of venues, catering, and transportation; processes financial arrangements with external vendors (cash advances, reimbursements, liquidation, and payments).
  3. Center Management Support: Coordinates and arranges meetings, appointments, and travel for the Executive Director; prepares and submits annual year-end report and summary of operations; assists in organizing meeting presentations; drafts contracts for Independent Contractors in accordance with legal and organizational requirements; assists in implementing the Ethics Center’s marketing and admission initiatives; maintains and updates the student tracking database; handles communication and information dissemination to relevant stakeholders and offices.
  4. Student Activities and Formation Support: Assists the Director in managing day-to-day administrative requirements and implementation of programs of the Office of the Student Activities and Formation and the Mulat Diwa Foundation; drafts documents and reports (e.g., requests for funding and endowments, Terms of Reference, CHED reports) and submits them for review; reviews accuracy and completeness of project proposals and submits to the Director for approval; ensures maintenance and proper usage of the Student Council room; assists in drafting the budget by providing relevant financial data and completing documentation; monitors expenses of the Office of Student Activities and Formation, Mulat Diwa Foundation and the Student Council Fund and keeps records of all financial transactions.
  5. Other duties: Performs other duties as may be assigned by the immediate supervisor or authorized representative.
Minimum Qualifications

Knowledge, Skills, and Abilities : Administrative Support Skills; knowledge of administrative and clerical procedures; Communication Proficiency; Service Orientation; Records Management; Technological Savvy (Microsoft Office; basic website management; content creation); Customer Service Skills; Active Listening; Adaptability and Efficiency; Organization and Prioritization of Work.

Education and Experience Requirements : Graduate of any Bachelor’s Degree; at least 2 years of relevant clerical work experience.

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