Administrative Assistant- Ethics Center Office of the Student Affairs and Formation

Main Duties and Responsibilities:

I. Frontline and Administrative Support

• Attends to inquiries and requests from stakeholders and visitors of both the Ethics Center and the Office of the Student Activities and Formation and the Office of the Dean 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.
• Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner.

o Serves as the custodian for the Ethics Center's and Office of the Student Activities and Formation's office equipment, resources, books, publications, supplies, and all office documents.

o Conducts inventory of office equipment and ensures they are in good working condition.

o Ensures supplies/resources are promptly replenished and stored properly.

o Accurately encodes, sorts, and files documents, resources, books, and publications in a structured and organized manner for easy retrieval.

Provide support to the Dean's various projects and initiatives, such as but not limited to, academic affairs, budget, quality assurance, marketing, school events, etc.

II. Logistical Support for Office Activities

• Assists with the logistical support requirements for the trainings, seminars, conferences, retreats, workshops and events headed by the Ethics Center and the Office of Student Activities and Formation.

o Disseminates information and marketing collaterals about these programs and activities through the website, email, and/or print channels, and addresses inquiries accordingly.

o Prepares materials, equipment, and tokens while ensuring the reservation of venues, catering, and transportation requirements.

o Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments.

III. Center Management Support

• Coordinates and arranges meetings, appointments, and travel arrangements of the Executive Director.
• Prepares and submit annual year-end report and summary of operations.
• Assists in the organization of meeting presentations of the Executive Director.
• Draft contracts for Independent Contractors in accordance with legal and organizational requirements.
• Assists in implementing the Ethics Center's marketing and admission initiatives.

o Maintains and updates the student tracking database for accurate and up-to-date records.

• Handles communication and information dissemination to relevant stakeholders and offices.

o Posts and disseminates direct communications from the Executive Director to the relevant stakeholders/recipients through various channels.

o Prepares communication materials such as letters and memos for dissemination of information regarding the Ethics Center's policies, procedures, and other relevant updates provided by the Director.

o Coordinates with various offices of ADMU to facilitate efficient communication and cooperation.

IV. Student Activities and Formation Support

• Assists the Director in managing the day-to-day administrative requirements and implementation of the different programs of the Office of the Student Activities and Formation and the Mulat Diwa Foundation.

o Drafts various documents and reports (e.g. requests for funding and endowments, Terms of Reference, CHED reports, etc.) and submits them to the Director for review and approval.

o Reviews accuracy and completeness of submitted project proposals, collates and submits to the Director for approval.

o Ensures the maintenance and proper usage of the Student Council room.

• Assists the Director in drafting the budget of the Student Council and Mulat Diwa Foundation by providing relevant financial data and completing the necessary documentation.

o Monitors expenses of the Office of Student Activities and Formation, Mulat Diwa Foundation and the Student Council Fund vis-à-vis approved budget and keeps records of all financial transaction.

V. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative.

Knowledge, Skills, and Abilities:

• Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, office budget and expenses, etc.
• Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas.
• Service Orientation: Actively looking for ways to help people.
• 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.
• Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and possesses basic skills in managing websites, contributing to online presence, creating presentations and content management.
• 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.
• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate time.
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details.

Education and Experience Requirements:

● Graduate of any Bachelor's Degree

● With at least 2 years of relevant clerical work experience

Stakeholder Relationship:

Internal Stakeholders

• Students and University employees: functions as the frontline administrative support for all students and employees seeking assistance.

External Stakeholders

• Stakeholders and visitors: engages by attending to inquiries and requests.
• Suppliers and vendors: coordinates on logistical requirements of the events and activities of the office.

Job Types: Full-time, Permanent

Benefits:

• Health insurance
• On-site parking

Application Question(s):

• Are you amenable on a mid-shift job? From 12NN - 8PM? During Saturdays from 8am to 12nn?

Experience:

• Administrative Assistant: 2 years (Preferred)
• Customer Service Skills: 1 year (Preferred)

Language:

• English (Preferred)

Work Location: In person