Administrative Assistant | university development and alumni affairsAteneo de Manila University

Summary of Work Activities and ResponsibilitiesThe Administrative Assistant VI provides administrative, secretarial, logistical and financial support in the day-to-day operations of the Office.Main Duties and Responsibilities
I. Frontline and Secretarial 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
Oversees and manages the calendar, meeting, and appointment schedules of the Director
Attends and takes minutes of meetings to document and summarize important points highlighted for reports
II. Resource Management Support
Ensures that office supplies and resources are replenished, properly
stored, and in good working condition * Monitors the overall condition and maintenance of the Office vehicle as reported by the Messenger and coordinates its repair and maintenance accordingly
Oversees the physical upkeep of the Office and coordinates job order requests with the Central Facilities Management Office (CFMO) for repair and maintenance
Assists the Director in preparing the budget proposal of the Office for the fiscal year by compiling materials and documents required for submission during the budget season
Maintains and tracks the Office's financial resources by monitoring expenses and preparing reports vis-à-vis the approved budget of the Office
III. Coordination and Logistical Support
Handles coordination and logistical support requirements for meetings, events, and activities
Collates and prepares the Office's Christmas gift list and facilitates the gift distribution to the University offices and stakeholders
IV. Data and Records Management Support
Maintains pertinent files and records (e.g., official receipts, sales invoices, delivery receipts, etc.)
Facilitates the disposal of old files and records according with the University and Office guidelines
V. Performs other work-related tasks as may be required by the immediate supervisor and authorized representativeKnowledge, Skills, and Abilities
Administrative Support Skills
Basic Accounting Skills
Communication Skills
Technological Savvy
Time Management Skills
Customer Service Skills
Coordination Skills
Records Management
Attention to Detail
Service Orientation
A graduate of Bachelor's Degree in any related field;
With at least 3 years of relevant work experience; and
With work experience in an academic setting is an advantage
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