Administrative Assistant for Admin

Main Duties and Responsibilities

I. Frontline and Administrative Support

• Attends to inquiries and requests from stakeholders and visitors from various communication channels 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
• Handles coordination and logistical support requirements for meetings, events, and activities
• 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
• Safekeeps the repository of all communication materials of the Office of the Associate Dean for Administrative and Student Services
• Collates data and prepares reports pertaining to staff formation, health & wellness, etc. and submits to the Assistant to the Associate Dean for review and endorsement
• Coordinates with the Office of the University Physician and Clinic (OUPC) Office and/or Higher Education Clinics on protocols related to employees and students' health and wellness
• Coordinates with Campus Security and Mobility Office (CSMO) on campus security and safety protocols
• Provides administrative and logistical support for AGSB projects and special events

II. Financial Management Support

• Keeps financial records and expense accounts of the Office to ensure that all financial documents are properly accounted for
• 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.)
• 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 CAO
• 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 the Human Resources Cluster (e.g. hiring justifications, TORs, NDA's, etc.) and conducts follows throughs as needed
• Provides support in filling in of vacancies in the School
• Works with the Supervisors, Departments Secretaries and Academic Program Secretaries in updating Admin, Faculty and staff files for internal and regulatory compliance
• Provides administrative support in the implementation of the developmental plans for employees under GSB
• Prepares attendance summary for non-teaching Admin and Staff

V. Facilities and Information Technology Matters

• Conducts periodic checking of AGSB facilities and coordinates with CFMO for renovation/repairs requirements
• Coordinates with the Departments on facilities requirements, monitors and secures inventory reports of CAPEX/Non-CAPEX equipment
• Coordinates with AGSB offices, Office of the Vice President for Finance and Treasurer (OVPFT)/Central Accounting Office (CAO) and Central Purchasing Office (CPO) on inventory and/or disposal of office equipment and furniture
• Collaborates with the Dean's Office and Department Secretaries in billing other Units for classroom usage
• Provides classroom and logistical support to classes

VI. 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; proficient in MS Office Applications
• Coordination Skills: Ability to proactively coordinate, and manage actions in relation to others
• Records Management Skills: Ability to manage files and records, take minutes and documentation, and keep matters confidential
• Secretarial and Clerical Support Skills: Knowledge of administrative and clerical procedures and systems such drafting of memos and interdepartmental communications, office budget and expenses, etc.
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions
• 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.
• Time Management Skills: Ability to use one's time and resources efficiently and effectively
• Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.

Education and Experience Requirements

• Bachelor's Degree

• With at least 3 years of relevant work experience