Administrative Assistant

Overview The Administrative Assistant VI attends to all matters related to coordinating the administrative and logistical requirements of the office. The Administrative Assistant VI provides administrative support for various matters and events organized by the Unit Head. Main Duties And Responsibilities Manages meeting schedules, coordinating and keeping track of the various University-level schedules, agenda, and resolutions. Arranges meetings, prepares background materials, transmits pertinent notices and information, confirms attendance of participants, and conducts follow-up on action items. Prepares the materials and attends to the logistical preparations and arrangements needed for the meetings. Finalizes approved/amended minutes of the meeting by affixing the official letterhead. Proofreads and conducts minor edits (e.g., formats, resolution numbers, etc.) on the draft minutes of the meeting. Prepares and sends the online forms for the resolutions for approval, and monitors the response rate. Surveys resolutions on non-relation to officers of government agencies that have projects with some units in the University. Assists in drafting correspondence and letters, based on the instructions of the Unit Head and their affiliates. Attends to the administrative work related to nominations and appointments to the high-level committees. Releases the communications to the intended stakeholders, including requesting nominations of appointees. Coordinates travel arrangements for, who are coming from out of town to attend the meetings, and prepares reimbursement requests for their transportation expenses. Gets Ateneo gate pass stickers for vehicles of committee members. Coordinates arrangements for guests of the Unit Head. Provides support services for various University functions and activities. Oversees the overall planning and preparations for the University-sponsored events. Represents the Unit in committees for events under the Cluster regarding the details of the events. Assists in administrative and logistical work needed for the gifts/souvenirs/tokens to be given during Christmas and special events. Attends to the communication materials, using existing templates, related to the Committee on Faculty Rank and Permanent Appointment (CFRaPA). Prepares the faculty permanency and promotion letters, including drafting individual letters and the announcement to the community. Serves as frontline staff. Attends to and screens visitors, and accompanies them to their designated venues, ensuring that they are addressed in a prompt, efficient, and professional manner worthy of an Ateneo employee. Drafts correspondence and memos for the Unit Head, which includes releasing approved communication to the intended recipients using the official letter formats and communication channels. Acknowledges and responds to the email senders within the provided authorization. Forwards important announcements to relevant offices in the University. Properly logs correspondences, updating data and documents in the Appointments Registry Site. Attends to requests for funds, prepares the disbursement process and follows up on requests. Assists in arranging the teambuilding and rest and recreation of the Unit, including preparing a list of possible areas to visit and the proposed summary of expenses. Keeps records of confidential files, correspondence, and minutes of the meetings, and maintains an organized and secure filing system. Prepares the documents to be filed with the pertinent government agencies. Minimum Qualifications Knowledge, Skills, and Abilities: Values Alignment: Incorporates University values into the daily activities of the unit Project Management and Program Development Skills: Proficient in project management techniques and methodologies, with the ability to oversee the development and implementation of programs Time Management Skills: Displays a strong work ethic, adheres to systematic approaches, and manages tasks and responsibilities effectively Organization Skills: Establishes unit priorities systematically, with due consideration to how to minimize and mitigate potential risks, and allocates the resources Accountability for Results: Guides and supports the team in achieving their work goals and objectives by providing resources Critical Thinking and Problem-Solving Skills: Ability to use critical thinking to assess challenges and identify innovative solutions for enhancing programs and ideas Collaborative and Networking Skills: Ability to build and maintain professional relationships with stakeholders, partners, and collaborators Office Management: Knowledge of proper office etiquette and protocols Oral and Written Communication Skills: Demonstrates clear and concise oral and written communication skills, with the ability to convey complex concepts and ideas to diverse audiences. Demonstrates proficiency in bridging conversations between individuals or groups of people. Proficient in English Teamwork and Collaboration: Builds and sustains synergies within members of the unit, and with teams outside the unit Technological Proficiency: Proficient in the use of productivity software such as Microsoft Office and online communication platforms Education And Experience Requirements With a Bachelor’s Degree 3-5 years’ work experience in an educational institution Experience providing administrative support to top management #J-18808-Ljbffr