Administrative Assistant for Student Activities

Full JD to be sent to shortlist.

• Frontline and Administrative Support: Attends to inquiries and requests from stakeholders and visitors of the Ethics Center and the Office of the Student Activities and Formation and the Office of the Dean from various channels (face-to-face, online, phone, office email) and coordinates information flow internally and with other offices concerned; receives and records office correspondences and materials; prepares and files copies of outgoing correspondences and ensures prompt distribution; provides support to the Dean's projects and initiatives (e.g., academic affairs, budget, quality assurance, marketing, school events).
• Logistical Support for Office Activities: Assists with logistical requirements for trainings, seminars, conferences, retreats, workshops and events; disseminates information and marketing collateral via website, email, and print channels; prepares materials, equipment, and tokens; ensures venue, catering, and transportation arrangements; processes financial arrangements with external vendors (cash advances, reimbursements, liquidation, payments).
• Center Management Support: Coordinates meetings, appointments, and travel for the Executive Director; prepares and submits annual year-end report; assists in organizing meeting presentations; drafts contracts for Independent Contractors per legal and organizational requirements; assists in implementing the Ethics Center's marketing and admission initiatives; maintains and updates the student tracking database; handles communications and dissemination of information to relevant stakeholders and offices.
• 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., funding requests, endowments, Terms of Reference, CHED reports) for Director review; reviews project proposals for accuracy and completeness; ensures maintenance and proper usage of the Student Council room; assists in drafting the budget by providing financial data and completing documentation; monitors expenses for the Office, Mulat Diwa Foundation, and Student Council Fund and maintains records of financial transactions.
• Other Duties: Performs other duties as may be assigned by the immediate supervisor or authorized representative.

Knowledge, Skills, and Abilities:

• Administrative Support: Knowledge of administrative and clerical procedures (drafting memos and interdepartmental communications, office budget and expenses, etc.).
• Communication Proficiency: Excellent oral and written communication skills; effectively conveys information and ideas.
• Service Orientation: Proactive in helping people.
• Records Management: Ability to organize, store, update, and protect office and staff records throughout their life cycle.
• Technological Savvy: Proficiency in Microsoft Office; basic skills in managing websites and content creation.
• Customer Service: Understand client needs and respond with urgency and attention to quality standards.
• Active Listening: Attentive listening, understanding points, asking appropriate questions.
• Adaptability and Efficiency: Ability to adapt to changing priorities in a fast-paced environment.
• Organization and Prioritization: Ability to plan and coordinate outcomes with attention to details.

Education and Experience Requirements:

• Graduate of any Bachelor's Degree.
• At least 2 years of relevant clerical work experience.

Note: The description above is a refined version of the original job content and omits meta postings and university boilerplate statements not essential to the role description.