Administrative Assistant | University Development and Alumni Affairs

4 weeks ago

Quezon City, Philippines Ateneo de Manila University Full time

Administrative Assistant | University Development and Alumni Affairs Summary of Work Activities and Responsibilities The Administrative Assistant VI provides administrative, secretarial, logistical and financial support in the day-to-day operations of the Office. Main Duties and Responsibilities I. Frontline and Secretarial 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 Oversees and manages the calendar, meeting, and appointment schedules of the Director Attends and takes minutes of meetings to document and summarize important points highlighted for reports II. Resource Management Support Ensures that office supplies and resources are replenished, properly stored, and in good working condition Monitors the overall condition and maintenance of the Office vehicle as reported by the Messenger and coordinates its repair and maintenance accordingly Oversees the physical upkeep of the Office and coordinates job order requests with the Central Facilities Management Office (CFMO) for repair and maintenance Assists the Director in preparing the budget proposal of the Office for the fiscal year by compiling materials and documents required for submission during the budget season Maintains and tracks the Office’s financial resources by monitoring expenses and preparing reports vis-à-vis the approved budget of the Office III. Coordination and Logistical Support Handles coordination and logistical support requirements for meetings, events, and activities Collates and prepares the Office’s Christmas gift list and facilitates the gift distribution to the University offices and stakeholders IV. Data and Records Management Support Maintains pertinent files and records (e.g., official receipts, sales invoices, delivery receipts, etc.) Facilitates the disposal of old files and records according with the University and Office guidelines V. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative Knowledge, Skills, and Abilities Administrative Support Skills Basic Accounting Skills Communication Skills Technological Savvy Time Management Skills Customer Service Skills Coordination Skills Records Management Attention to Detail Service Orientation Minimum Qualifications A graduate of Bachelor’s Degree in any related field; With at least 3 years of relevant work experience; and With work experience in an academic setting is an advantage Ateneo de Manila University is an equal opportunity employer and encourages applications from qualified individuals regardless of race, color, religion, sex, gender identity, sexual orientation, age, disability, or any other protected status. #J-18808-Ljbffr

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