Administrative Assistant

Summary of Work Activities and Responsibilities:

The department's administrative assistant reports directly to the department head and works closely with other department's administrators and coordinates with the department's Teaching or Graduate Assistants for instructions related to work; delivery and expectations in daily operations and management. The position provides support for administrative concerns as well as secretarial/clerical tasks, as needed, to relieve the department head and other department administrators of routine and minor functions/responsibilities related to daily office operations and management.

Administrative Support

• Entertains telephone calls, email and walk-in inquiries and relays information to concerned people accordingly.

• Maintains department files and documents.

• Handles the safekeeping of department keys.

• Coordinates with offices on faculty hiring, contracts, course offerings, lab fees, budget, and related matters.

• Coordinates with relevant offices for the maintenance, improvement, and safety of department facilities, including scheduling pest control, general cleaning, and repairs of equipment and fixtures.

• Drafts correspondences and reports for department head's review/approval

• Assists department head and faculty with data collection, facility reservations, student notices, promotions, recruitment, and annual school events.

• Facilitates scheduling and implementation of course and faculty evaluations in coordination with faculty

• Handles reproduction and distribution of departmental and special exams while facilitating the assigning of proctors

• Coordinates with faculty, lab techs, and offices on student clearances, visiting professors, and guests.

• Schedules department, faculty/group, and student consultation meetings as requested

Faculty Support

• Assists the Undergraduate and Graduate Program Coordinators with student's IPS or Advisement, as requested

• Assists all concerned faculty during online and manual registration

• Coordinates with the faculty in relation to schedule of classes; classrooms for special sessions and/or activities

• Coordinates with faculty to prepare and reproduce exams, quizzes, validation exams, and provide documents for comprehensive exams.

• Generates/Provides reports as requested and needed information/forms upon approval of the dept. head

• Facilitates submission of Thesis or Capstone Defense documents upon dept. head approval.

• Informs faculty of notices or instructions from the dept. head or other departments/offices.

• Assists faculty with class transport and fieldwork subsidy arrangements

• Assists with course syllabus uploads upon request

• Drafts certificates and reports/documents as needed

Student Support

• Assists in the processing of student's requests

• Provides guidance/instructions to graduating students in relation to internal clearance; exit Letter; etc.

• Facilitates student requests for activities and access to ES Mini Library facilities.

Financial Support

• Processes payments, reimbursements, and budget transfers and E-Requisitions; and manages petty cash under department head's supervision.

• Drafts reports related to Annual Budget Requests; Minor and Major Improvement requests; Laboratory Fees; etc

• Monitors office supplies and other materials.

• Serves as liaison officer and/or provides support in relation to ES Scholarship Program and other fund-raising activities, as needed

• Coordinates with various offices in relation to other special/urgent dept purchases

• Coordinate with the Accounting Office for financial concerns

Knowledge, Skills and Abilities:

• Proficient in MS Office Applications

• Oral/Written Communication skills

• Keen sense for details

• Can work independently with minimum supervision

• Team Player

• Lots of patience and passion for work

• Care and concern for the department facilities and its people

• People management skills/ Interpersonal skills

• Planning and Organizing skills

• Coordination skills

• Basic Accounting skills

• Analytical skills

• Problem-solving skills

Education and Experience Requirements:

• Bachelor's degree

• 2-3 years of work experience in a related field that involves working with different stakeholders. Preferably (but not limited to) faculty, students, parents, support staff; administrators; etc.

• Previous work in the college level in Ateneo, knowledge on standard office procedure and a remarkable recommendation from previous supervisor/administrator is an advantage