Administrative Assistant | ubaoAteneo de Manila University

Summary of Work Activities and Responsibilities:
The Administrative Assistant IV provides frontline, administrative and business development support in the day-to-day operations of the Office.Main Duties and Responsibilities
I. Frontline and Office Management Support
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
Receives and records Office correspondences and communication materials and carries out appropriate actions
Handles coordination and logistical support requirements for meetings, events, and activities
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 (e.g. disbursements, contracts, purchase requisitions, agreements, etc.) and facilitates disposal of old files and records according to University guidelines
Oversees the physical upkeep of the office, and ensures that job orders for various equipment repair and maintenance services are properly coordinated
Ensures that office supplies and resources are replenished, properly stored, and in good working condition
Monitors the inventory of office supplies and resources regularly
Orders and purchases office supplies/equipment
Prepares attendance and leave reports of employees for submission to HR for processing
II. Business Development Support
Provides various administrative and logistical support in generating revenues for the University (i.e. long and short term rental income from University properties, royalties from licensing of University trademarks, concession income, etc.)
Prepares documents such as contracts, trademark licensing agreements, and Memorandums of Agreements for facility rentals, etc. and routes for necessary approvals
Coordinates with various stakeholders (e.g. concessionaire coordinators, cooperative stores, suppliers, school units, etc.) and provides necessary assistance for concerns and inquiries
Coordinates with the Student Uniform Committees of Basic Education, and prepares purchase requisitions for school and PE uniforms
Provides updates on the status of purchase orders, deliveries, inventories, etc.
Attends and documents committee meetings with the different school units and clients, and provides updates as needed
Processes payments for retainers and other legal fees for application of University trademarks through the Central Accounting Office Payment Systems
Coordinates with various University offices/units such as Central Facilities Management Office, CSMO, Office for Food Safety and Quality Assurance, and UMCO for logistical requirements and other arrangements for events (during facility rentals)
Sends billing statements to clients and concessionaires and monitors collection of use of facility and concession fees and utilities
Prepares summary reports of concessionaire income, rental revenues, and scholarship grants for the different school units and submits the reports to the Director
Manages concessionaire directory and populates the database accordingly
III. 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
Secretarial and Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
Time Management Skills: Ability to use one's time and resources efficiently and effectively
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
Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
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
Education and Experience Requirements:
Graduate of any Bachelor's Degree but a degree in Management, Marketing, or Accounting is an advantage
With at least two (2) years relevant work experience
Entry Level / Junior, Apprentice Administration and Coordination Higher Education / Academia 1 opening Bachelor's degree graduateThe 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