Administrative Assistant i for poolingAteneo de Manila University

Under the supervision of the Department Chair, the Administrative Assistant I provides administrative and secretarial services to support and maintain efficient operations of the Department.
Main Duties and Responsibilities
I. Secretarial and Clerical Functions
Schedules appointments for the Chairperson, and other members of the department, giving them necessary reminders, when needed
Keeps informed about announcements, schedules and deadlines affecting the faculty and other department personnel and promptly delays it to them
Receives, sorts and distributes mails, correspondence and other documents of the Department.
Attends to queries of faculty members, students, parents etc, and relays relevant information to the Chairperson
Maintains and updates department files of students, faculty (including semestral loading), staff and activity reports and letters for reference purposes
Assists the department in its activities by providing logistical support such as, but not limited to, reservations of venue for its alumni homecoming, planning sessions, ChemCamp, seminars, exams, film-viewing, etc.
Provides the needed assistance during the registration period such as but not limited to identifying, reporting/disseminating waiver class, tutorial classes and administrative load offerings
Prepares the hiring papers of new faculty, teaching assistants and graduate assistants
Prepares orders and follows-up to ensure prompt delivery of chemicals, glass wares and other laboratory supplies
Monitors laboratory breakage and promptly orders their replacement
Places order of textbooks and lab manual every semester.
II. Budget and Financial Functions
Keeps accurate financial records to assist the Department Chair, as well as the Dean, in keeping track of the Department's financial status
Replenishes revolving fund and prepares order for check/petty cash vouchers for reimbursements of departmental expenses.
Assists the Department Chair in the preparation of annual budget, e.g. getting quotations, submitting a draft budget, etc.
Prepares local and foreign orders (chemicals, equipment, glass wares, office supplies) of the department, e.g. contacting suppliers to ensure correct orders, submitting of at least 3 quotations to the Central Purchasing Office.
III. Compliance with Government Regulations
Consolidates chemical inventory for Philippine National Police (PNP), Philippine Drug Enforcement Agency (PDEA) and Department of Environment and Natural Resources - Environmental Management Bureau (DENR-EMB) monitoring
Drafts reports as required by PNP, PDEA and DENR-EMB
Drafts and consolidates all requirements needed for PNP and PDEA renewals of license to purchase controlled chemicals
IV. Performs all other duties as may be reasonably required of the position, in accordance with the instructions of the Immediate Supervisor, and its duly authorized representative.
Knowledge, Skill, and Abilities:
Communication Skills (Oral & Written, both English and Filipino) - Takes the initiative to communicate accurate, up-to-date information to those concerned. Expresses thoughts clearly, both verbally and in writing. Listens and understands the views of others
Attention to Detail - Achieves thoroughness and accuracy when accomplishing a task through concern for all areas involved.
Client-Centeredness and Receptions Skills - Ability to deal with clients and the behavior displayed in receiving clients or information on behalf of the office
Use and Care of Resources - Ability to make use of resources judiciously and ensure that expenditures are in accordance with the approved/stipulated budget
Technology Management - Uses efficient and cost-effective approaches to integrate technology into the workplace and improve program effectiveness.
Interpersonal Skills - Considers and responds appropriately to the needs, feelings, and capabilities of different people in different situations; is tactful, compassionate, and sensitive, and treats others with respect
Education and Experience Requirements:
Bachelor's Degree
At least 2 years of relevant work experience
Associate / Supervisor Administration and Coordination Higher Education / Academia 1 opening Bachelor's degree graduate
The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the 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 and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students. 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. The 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. The 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.
Kalibrr

Quezon City, Metro Manila
Permanent
Full-time