Administrative Assistant | sqmoAteneo de Manila University

Summary of Work Activities and Responsibilities:
Under the supervision of the Director of Strategy and Quality Management Office (SQMO), the Administrative Assistant provides frontline, secretarial, administrative, logistical, and general office management support. S/he also coordinates and liaises with third-party service providers and ensures that confidentiality & discretion in handling restricted information and personal data are observed.
Main Duties and Responsibilities:
I. Secretarial and Administrative Support
Oversees and manages the calendar, meeting, and appointment schedules of the Director
Handles coordination and logistical support requirements for meetings, events, and activities including those headed by the Director and/or its other administrators
Assists in preparing data requirements, translating findings into briefs/reports, and submitting reports
Contributes to efforts in communicating and promoting to various stakeholders vital and up-to-date information, reports, and initiatives in support of offices or committees looking into University strategies, rankings, and accreditations
Takes minutes of meetings to document significant and important points
Drafts letters, announcements, and correspondences of the office for review and approval of the Director
Attends to inquiries and requests from stakeholders and visitors 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
Coordinates arrangements for VIPs and guests of the office with the security office (e.g. parking slots, entry, egress, etc.)
Serves as point person and attends to inquiries
II. Office Management and Facilities Support
Acts as attendance custodian of the Office
Summarizes and prepares monthly attendance reports (e.g. absences, leaves, tardiness)
Monitors attendance and follows-up submission/filing of leave forms
Monitors the inventory of office supplies and resources regularly to ensure that these are replenished, properly stored, and in good working condition
Oversees the physical upkeep of the office and ensures that necessary repairs are coordinated
III. Communication and Information Dissemination Support
Drafts content, press releases, feature articles, and/or write-ups for the Office, as a way to encourage, involve and showcase the University's strategies, rankings, and accreditations
Recommends design, layout, and content for the Office's collaterals (e.g., brochures, invitation cards, posters, bulletin), whether print or digital, based on the intended communication strategy
Coordinates with UMCO for posting of articles and write-ups
Serves as a repository of all SQMO communication materials
IV. Records Management Support
Receives, files, and safeguards Office records, mails, facsimile messages, and other communication materials
Records incoming and outgoing mails and documents for signature when needed
Assists in gathering and preparing data and drafts reports needed by the Director
Assists in preparing, collating, and distributing documents needed for meetings
Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner
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
Disposes of old files and records according to University and Office guidelines
V. Financial and Accounting Support
Maintains and tracks the Office's financial resources by monitoring the expenses vis-à-vis the budget of the Office
Coordinates with Finance and Treasurer Cluster for budget requests and considerations needed by the Office
Maintains ledgers for operational and DCB accounts of the Office where expenses or income are logged to track running balances in real time
Drafts and monitors the Office's operating budget excluding salaries and fringe benefits
Prepares and consolidates requirements for the annual budget for review and approval of the Director
Prepares and processes financial documents for endorsement by the Director and for submission to the Central Accounting Office (CAO)
Order for checks
Reimbursement and liquidation request
Petty cash voucher
Requisition form
Budget realignment
Coordinates timely submission and processing of billings and payment with the CAO and arranges bank deposits and encashment, as needed
Keeps financial records and expense accounts of the office to ensure that all financial documents are properly supported.
Processes and documents payments for telecommunications and digital services providers
Prepares monthly summary of accounts and subscriptions that serve as attachments for the billing
VI. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative.
Knowledge, Skills, and Abilities:
Knowledge of office management systems and procedures
Basic Accounting and Financial Management skills
Proficient in MS Office applications
Knowledge and skills in records management and safeguarding confidential records
Excellent organizational, planning, and time management skills
Good interpersonal, networking, and partnering skills
Strong attention to details
Good oral and written communication skills
Education and Experience Requirements:
Bachelor's degree
With at least 1 to 3 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