Administrative Assistant- Student Activities

Full JD to be sent to shortlist.

Main Duties and Responsibilities:

I. 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 that they are addressed/distributed to intended recipients in a prompt and efficient manner

Provide support to the Dean's various projects and initiatives, such as but not limited to, academic affairs, budget, quality assurance, marketing, School events, etc.

II. Logistical Support for Office Activities

Assists with the logistical support requirements for the 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 and activities through the website, email, and/or print channels, and addresses inquiries accordingly

Prepares materials, equipment, and tokens while ensuring the reservation of venues, catering, and transportation requirements

Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments

III. Center Management Support

Coordinates and arranges meetings, appointments, and travel arrangements of the

Executive Director

Prepares and submit annual year-end report and summary of operations

Assists in the organization of meeting presentations of the Executive Director

Draft 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 for accurate and up-to-date records

Handles communication and information dissemination to relevant stakeholders and offices

IV. Student Activities and Formation Support

Assists the Director in managing the day-to-day administrative requirements and implementation of the different programs of the Office of the Student Activities and Formation and the Mulat Diwa Foundation

Drafts various documents and reports (e.g. requests for funding and endowments, Terms of Reference, CHED reports, etc.) and submits them to the Director for review and approval

Reviews accuracy and completeness of submitted project proposals, collates and submits to the Director for approval

Ensures the maintenance and proper usage of the Student Council room

Assists the Director in drafting the budget of the Student Council and Mulat Diwa Foundation by providing relevant financial data and completing the necessary documentation

Monitors expenses of the Office of Student Activities and Formation, Mulat Diwa Foundation and the Student Council Fund vis-à-vis approved budget and keeps records of all financial transaction

V. Performs other duties as may be assigned by the immediate supervisor, or any

authorized representative

Knowledge, Skills, and Abilities:

Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, office budget and expenses, etc.

Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas

Service Orientation: Actively looking for ways to help people

Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover

Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and possesses basic skills in managing websites, contributing to online presence, creating presentations and content management

Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate time

Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment

Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details

Education and Experience Requirements:

Graduate of any Bachelor's Degree

With at least 2 years of relevant clerical work experience