Administrative Assistant l office of the associate dean for academic affairs, loyola schoolsAteneo de Manila University

Summary
Under the supervision of the Associate Dean for Academic Affairs (ADAA), the Administrative Assistant provides administrative and office support. The position supports the Assistants to the Associate Dean on academic, and when necessary, on curriculum matters.
Responsibilities
Frontline and Secretarial Function
Serves as secretary of the ADAA
Monitors the work calendar of the ADAA, reminding deadlines and targets, and coordinating appointments and activity schedules
Takes detailed minutes of meetings, and assists in the preparation of reports
Obtains necessary data and summarizes information gathered for the ADAA's reference
Assists the ADAA and Assistants to the ADAA in reminding deadlines and targets
Drafts basic office memos and communication
Attends to visitors, calls and messages to and from the Office of the ADAA and directs them to the appropriate office or employee
Receives and forwards office mail to the intended recipient
Mails official communication from the Office of the ADAA
Manages information dissemination
Coordinates with relevant offices (e.g., Central Accounting Office, Registrar's Office, Office of Admission and Aid, OHRMOD, OMIS, Dean's Offices, Departments/Programs, etc.) for the dissemination of various letters and memos sent by the ADAA on academic policies and procedures (e.g., maximum load, courses for the Intersession, syllabus, beadle, extension of INC/NE, CEP, Intent to Shift, Validation, Course and Faculty Evaluation, double degree requirements, etc.)
Prepares various letters and memos (e.g., List of students who shifted degree programs)
Maintains the Office Bulletin Board and arranges for the online posting of information regarding academic matters (e.g., announcements on the OSS Student Blueboard, AISIS homepage, etc.)
Coordinates with departments/programs/faculty members regarding students' academic concerns
Informs offices/programs/departments regarding student absences based on the certification/notices issued by the Office of Health Services
Attends to logistical requirements of meetings (e.g., e.g., attendance confirmation, reproduction and collation of materials, and arranges for venue and refreshments), and in-house or off-site activities (e.g., R&R, team-building activities, Office planning, spiritual activities, etc.)
Documents and Records Management
Takes charge of printing and reproducing Office forms
Maintains documents, files and records of the Office
Maintains and safeguards files of currently enrolled undergraduate students, ensuring records are tracked and organized
Receives admission documents of incoming First Year students from the Office of the Admission and Aid
Forwards to the Office of the Registrar files of students who have graduated and/or discontinued their undergraduate studies
Academic Advisement and Registration Support
Registration support for Transfer Students
Reviews each transfer student's official transcript of records from his/her previous school to determine the number of courses/units that may be validated
Updates the programs of study of incoming transfer students based on courses validated from their previous school
Reviews Intent to Shift forms of first year students prior to evaluation by the ADAA
Assists the ADAA in reviewing student requests for adjustments to their Individual Program of Study
Administrative Support for Academic Processes
Prepares promotional materials on academic processes
Responds to inquiries from various stakeholders regarding academic processes
Receives and reviews for completeness the accomplished forms on academic processes (e.g., appeal for change of grade, appeal for probation, load revision form, request for Leave of Absence, etc.)
Assists in processing various academic forms (e.g., appeal for change of grade, validation requests, requests for leave of absence, applications of special students and cross-registrants, load revision forms of students requesting to withdraw with permission from their classes.
Handles requirements relating to the evaluation of course and faculty at the undergraduate level in the following areas:
Preparation of per semester schedule for the online and paper-based evaluation of course and faculty, in coordination with the Office of the Quality Assurance (LSQA) and the Office of Management Information Systems (OMIS)
Monitoring the availability and release of printed/machine-readable forms, and orders additional forms as needed
Monitors timely uploading to AISIS of undergraduate course syllabi by faculty
Coordinates with OMIS in generating reports to track faculty uploading of course syllabi
Provides feedback to department chairs/program directors and deans concerning the timely uploading of course syllabi.
Handles requirements relating to the implementation of the beadle system for undergraduate classes in the following areas:
Monitoring the faculty's assignment of class beadles are reflected in the AISIS
Coordinating with OMIS to email blast the class beadles about reporting faculty attendance through AISIS
Coordinating with OMIS to generate the beadle's reports on faculty attendance
Coordinates with the Office of the Registrar in monitoring the timely faculty submission of advisory marks on AISIS
Assists in monitoring timely faculty submission of mid-semester evaluations (advisory marks) for selected students (students on probation, students who came back from LOA or were readmitted to ADMU, and athletes) to the Office of the ADAA
Administrative Support for Academic Convocation and Graduation Preparation
Coordinates with the academic regalia provider and the Office of the VPLS for the academic gowns used by faculty and students during academic convocations and commencement exercises
Takes charge of the preparation and distribution of graduation invitations and memos to the graduating students
Monitors faculty attendance during commencement exercises, and assists in making sure that things go smoothly
Financial Management Support
Drafts the yearly budget for new equipment, major and minor improvements, office budget and supplies expenses, based on the previous year's budget
Processes and coordinates financial requests, evaluating them vis-à-vis the budget allocation
Monitors the budget and handles bookkeeping, keeping financial records and expense account of the Office
Assists in monitoring the expenses and budget of the Office
Assists in preparing monthly and annual expense summary of the Office
Handles petty cash, requests for reimbursement, and liquidation reports
Checks and confirms bills and other statements of account before payment
Prepares Order for a Check, Petty Cash Vouchers and requests for Budget Transfers
Facilities, Supplies, and Equipment Management Support
Maintains the general upkeep of the Office
Assists in overseeing the physical upkeep of the office, ensuring that files, supplies, fixtures, and equipment are properly stored and in good condition
Serves as custodian of department keys and equipment
Monitors and maintains sufficient stock of office supplies
Handles purchases for equipment and office supplies
Performs other work-related tasks that may be assigned by the ADAA and authorized representatives.
Bachelor's degree
At least five years of administrative work experience
Previous work experience in the Ateneo de Manila or familiarity with the Ateneo de Manila educational system is a distinct advantage
Knowledge of office management systems and procedures
Working knowledge of office equipment
Proficiency in MS Office applications
Knowledge of bookkeeping and budget management
Familiarity with data visualization tools
Ability to cope with tight deadlines
Excellent time management skills
Attention to detail, organized
Problem-solving skills
Excellent written and oral communication skills in both English and Filipino
Very good interpersonal and coordination skills
Ability to ensure confidentiality of information
Initiative and ability to work with minimum supervision
Entry Level / Junior, Apprentice 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.
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Quezon City, Metro Manila
Permanent
Full-time