Administrative Coordinator for Student Life

4 days ago

Makati City, National Capital Region, Philippines beBeeCustomerSupport Full time ₱300,000 - ₱450,000
Administrative Assistant for Student Activities

The Administrative Assistant for Student Activities will be responsible for providing frontline and administrative support to the Office of the Student Activities and Formation. This role will involve attending to inquiries and requests from stakeholders, visitors, and other offices, as well as coordinating information flow internally and with other offices concerned.

This position will also assist with logistical requirements for trainings, seminars, conferences, retreats, workshops, and events. Additionally, it will involve disseminating information and marketing collateral via website, email, and print channels.

The successful candidate will have excellent communication skills, knowledge of administrative procedures, and proficiency in Microsoft Office. They will also possess organizational skills, adaptability, and efficiency in a fast-paced environment.

  • Key Responsibilities:
  • 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;
  • 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.
Requirements:
  • 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.

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