Administrative Assistant

Summary of Work Activities and Responsibilities:

The Administrative Assistant IV provides frontline, administrative and business development support in the day-to-day operations of the Office.

Main Duties and Responsibilities

I. Frontline and Office Management Support

• Attends to inquiries and requests from stakeholders and visitors 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

• Collates and organizes incoming correspondences and requests addressed to the Director

• Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner

• Handles coordination and logistical support requirements for meetings, events, and activities

• Prepares materials, reserves venues, and orders food for meetings headed/organized by the Office

• Coordinates arrangements with the Campus Safety and Mobility Office (CSMO) for guests of the Office (e.g. parking slots, entry, egress, etc.)
• Takes minutes of meetings to document significant and important points
• Updates office database and maintains files and records of correspondences, documents and other materials for the Office in a systematic manner and consistent with the need to protect confidentiality and data privacy
• Maintains pertinent files and records (e.g. disbursements, contracts, purchase requisitions, agreements, etc.) and facilitates disposal of old files and records according to University guidelines
• Oversees the physical upkeep of the office, and ensures that job orders for various equipment repair and maintenance services are properly coordinated

• Ensures that office supplies and resources are replenished, properly stored, and in good working condition

• Monitors the inventory of office supplies and resources regularly

• Orders and purchases office supplies/equipment
• Prepares attendance and leave reports of UBAO employees for submission to OHRMOD for processing

II. Business Development Support

• Provides various administrative and logistical support in generating revenues for the University (i.e., long and short term rental income from University properties, royalties from licensing of University trademarks, concession income, etc.)

• Prepares documents such as contracts, trademark licensing agreements, and Memorandums of Agreements for facility rentals, etc. and routes for necessary approvals

• Coordinates with various stakeholders (e.g., concessionaire coordinators, cooperative stores, suppliers, school units, etc.) and provides necessary assistance for concerns and inquiries
• Coordinates with the Student Uniform Committees of Basic Education, and prepares purchase requisitions for school and PE uniforms
• Provides updates on the status of purchase orders, deliveries, inventories, etc.

• Attends and documents committee meetings with the different school units and clients, and provides updates as needed

• Processes payments for retainers and other legal fees for application of University trademarks through the Central Accounting Office Payment Systems (CPS)

• Coordinates with various University offices/units such as Central Facilities Management Office (CFMO), CSMO, Office for Food Safety and Quality Assurance (OFSQA), and UMCO for logistical requirements and other arrangements for events (during facility rentals)
• Sends billing statements to clients and concessionaires and monitors collection of use of facility and concession fees and utilities
• Prepares summary reports of concessionaire income, rental revenues, and scholarship grants for the different school units and submits the reports to the Director
• Manages concessionaire directory and populates the database accordingly

III. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative.

Knowledge, Skills, and Abilities:

• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
• Secretarial and Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
• Time Management Skills: Ability to use one's time and resources efficiently and effectively
• 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
• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
• 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

Education and Experience Requirements:

• Graduate of any Bachelor's Degree but a degree in Management, Marketing, or Accounting is an advantage
• With at least two (2) years relevant work experience