Administrative Assistant IV

Summary of Work Activities and Responsibilities:

The OSA Office Assistant performs a range of crucial office support activities for the office, such as answering and directing phone calls, handling correspondence, managing office supplies, greeting and directing visitors, answering questions and performing routine clerical, data entry, and/or word processing work as assigned, and doing whatever else it takes to optimize productivity and support the team.

Main Duties and Responsibilities

1. Frontline Services (On-site and Online)

• Manages the on-site front desk/reception operations, acting as the first point of contact for students, guests, employees, and other office clients;
• Monitors the timely release of documents of Director and Professionals;

2. Facilities and Asset Management

• Coordinates with Security for the safe-keeping of the hardware of the MVP security system;
• Oversees the use of the keys for student rooms in MVP Center;

3. Compliance Officer

• Checks on and enforces the compliance of student organization members to the administrative policies and guidelines for student activities.
• Directs student organizations correspondence to the proper offices and units.

4. Events and Programs Secretariat

• Acts as secretariat to office organized events and programs for moderators, students, parents, and partner offices.
• Hinirang: Student Leaders' Send-off and Recognition Ceremony (June), Ignacianidad (July) and Ateneo Student Leaders' Summit (December),
  • Requests quotations, portfolios, and other relevant documents from suppliers and hands them over to Professionals and Director for proper screening and selection;
• Coming Home: Student Leaders' Retreat (August - September) and Journeys and Crossroads Retreat (January)
  • Answers queries from guests and escalates unresolved issues and concerns to Professionals responsible;
• Annual Student Organization Registration
  • Monitors and creates regular updates on submissions;
• Student Organizations Assessment and Review (Student Organization Accreditation)
  • Coordinates the schedule of all Professionals and their student organizations for the annual stakeholders' meeting of all (around 60) accredited and applying student organizations.

5. Logistics Support Services

• Distributes correspondence and other material to other offices and units/department;
• Handles logistical processes of OSA-managed venues and other logistical processes related to student activities;

6. Office Housekeeping

• Keeps the office clean, orderly, and organized by coordinating with maintenance personnel;
• Coordinates with outsourced contracted services including drinking water delivery, student organizations merchandise providers, food services, and other outsourced services;

7. Other Tasks

• Attends training seminars to improve skills and competencies as office staff;
• Attends periodic staff meetings to discuss performance and productivity and determine ways and recommendations to improve service and ensure more efficient operation;

8. Other tasks needed by the office as assigned by the Director

Minimum Qualifications: Knowledge, Skills Abilities:

Knowledge:

• Operating MS Office or IOS programs like Word, Excel, Powerpoint, and Teams
• Policies and systems in relation to student activities and formation programs
• Microsoft enterprise level productivity apps like MS Teams, One Drive and Sharepoint

Skills:

• Written and oral communication in English and Filipino
• Critical and analytical thinking
• Able to identify and solve problems
• Customer focus
• Filing and documentation
• Active listening

Education and Experience Requirements:

• College graduate of any course
• At least one (1) year work experience with exposure in front desk management, events management, and direct client relations.

Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. Ateneo's Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.