Administrative Assistant

Detailed Responsibilities:

I. Secretarial and Administrative 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

○ Drafts letters, announcements, and correspondences of the Office for review of the Assistant to the Associate Dean for Administrative and Student Services (ADASS)

○ Collates and organizes incoming correspondences and requests addressed to the

ADASS

○ 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

o Prepares materials, reserves venues, and orders food for meetings headed/organized

by the Office and coordinates various requirements with suppliers/service providers

o Coordinates arrangements for guests of the Office (e.g. parking, entry, egress, etc.)

o Serves as point person and attends to inquiries

o Takes minutes of meetings to document significant and important points

● Contributes to efforts in communicating and promoting to various stakeholders vital and

up-to-date information, reports, and initiatives pertaining to University strategies,

rankings, and accreditations

o Posts and disseminates information/initiatives and drafts reports pertaining to

University strategies, rankings, and accreditations

● Serves as a repository of all communication materials of the Office of the Associate Dean

for Administrative and Student Services

o Coordinates with the AGSB Marketing group and/or the University Marketing and

Communications Office (UMCO) for publishing of articles, write-ups, and other

communication materials

o Coordinates with the Digital Information and Transformation Services for technical

assistance in setting up and sending email blasts

● Collates data and prepares reports pertaining to staff formation, health & wellness, etc.

and submits to the Assistant to the ADASS for review and endorsement

● Coordinates with the Office of Mission and Identity to update and/or submit reports on

MI-related programs

● Coordinates with the University Physician's Office and/or Higher Education Clinic on

protocols related to employees and students' health and wellness

● Coordinates with Campus Security and Mobility Office (CSMO) on campus security and

safety protocols

o Provides assistance on the implementation of occupational safety and health in the

workplace

● Coordinates with AGSB sub-offices, OVPFT/CAO and CPO on inventory and/or

disposal of office equipment and furniture

II. Financial Management Support

● Keeps financial records and expense accounts of the Office to ensure that all financial

documents are properly accounted for

○ Coordinates with Finance and Treasurer Cluster for budget-related requests and

concerns

○ Maintains ledgers for operational and DCB accounts of the Office to track running

balances in real time

● Works closely with the Assistant to the ADASS in preparing the budget proposal of

the AGSB, and provides information in drafting budget reports (e.g. supplies and

expenses, new equipment, minor and major improvement, etc.)

○ Coordinates with the different offices and consolidates the requirements for the

annual budget for initial review of the Assistant to the ADASS

● Prepares and processes all financial-related documents (e.g. order for checks,

reimbursements, liquidation reports, petty cash vouchers, etc.) for approval by the

ADASS and submission to the Central Accounting Office (CAO)

○ Coordinates timely submission and processing of billing statements with CAO, and

arranges bank deposits and encashment, as needed

● Assists in monitoring collection activities of GSB

III. Records Management Support

● 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 and facilitates disposal of old files and records

according to University guidelines

IV. Human Resource Matters Support

● Facilitates the routing and submission of HR-related documents to OHRMOD (e.g.

hiring justifications, TORs, etc.) and conducts follows throughs as needed

● Provides support in filling in of vacancies in the School through:

○ Creating and posting announcements of career opportunities in the Graduate School

of Business (GSB) through the School's own sourcing channels (e.g. referrals,

website, etc.)

○ Arranging and coordinating the interview schedules of shortlisted candidates with

the Associate Dean and the Dean

○ Regularly coordinating with the Recruitment Section of OHRMOD on status of

vacancies, results of interviews, and onboarding

● Provides administrative support in the implementation of the developmental plans for

employees under GSB

○ Coordinates with supervisors on training programs to be attended by their direct

reports (internal and external), and plots them in a training calendar for tracking

purposes

○ Coordinates with supervisors on estimated budget requirements for training

programs, and assists in preparing the necessary documentation for payment

processing

○ Collates the certificates of course completion and maintains a repository

V. Performs other office-related tasks as may be assigned by immediate supervisor or the School's Authorized Representative/s

Job Types: Full-time, Permanent

Benefits:

• Employee discount
• Health insurance
• On-site parking

Education:

• Bachelor's (Required)

Experience:

• Administrative Assistant: 2 years (Required)
• budget and finance: 1 year (Required)

Language:

• English (Required)

Work Location: In person