Administrative AssistantAteneo de Manila University

Summary of Work Activities and Responsibilities:The Administrative Assistant IV provides administrative and clerical assistance in the day-today operations of the Office of the Dean of the School of Humanities (SOH).Main Duties and Responsibilities:I. Frontline and Administrative SupportActs as the receptionist and 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 concernedReceives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretionPrepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient mannerServes as the main custodian for all office equipment, resources, publications, supplies, and all office documents; including handling of reservations for the Natividad Galang Conference Room and Consultation roomsII. Office Management Support
Assists the Assistant of the Dean in processing the hiring and renewal of faculty by contacting departments to remind them of upcoming deadlines, collecting necessary documentation, coordinating interviews, and ensuring that all paperwork is completed accurately and submitted on time to facilitate a smooth hiring process.
Handles the upkeep of faculty evaluation files by organizing records and, as needed, assists in the evaluation process such as collection of documents etc.
Inputs faculty names for Summary of: (1) Application for Short-term Leaves, ensuring accurate tracking and timely processing of leave requests; (2) Waiver forms; and (3) Thesis/Dissertation/Capstone Project Advisers and Style Readers Report
III. Logistical Support for Office Activities
Disseminates information and marketing collaterals about the school's programs and activities through the website, email, and/or print channels, and addresses inquiries accordingly
Prepares materials, equipment, and tokens while ensuring the reservation of venues/conference rooms, catering, and transportation requirements
Monitors event attendance and prepares detailed reports to track participant turnout and engagement
Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments
IV. Budget and Financial Support
Assists the Assistant to the Dean in preparing the budget proposal of the department for the fiscal year by initially drafting the budget reports based on their financial trends and needs
Manages, submits, and tracks financial reports, including petty cash funds, liquidation reports, reimbursements, financial status, and expense monitoring vis-à-vis the approved office budget
Maintains and securely stores the financial records of office transactions
Assists the Dean's Office in compiling materials and documents required for submission during the budget season
V. Performs other work-related tasks as may be required by the immediate supervisor and authorized representativeAdministrative Support: Manage clerical procedures, communications, and office budgets.Communication: Excellent oral and written communicator.Records Management: Systematically organize and protect records.Customer Service: Responsive and attentive to client needs.Active Listening: Attentive listener, skilled at clarifying information.Adaptability: Adapts to fast-paced, changing environments.Planning & Organization: Strategic planner and efficient resource manager.Technological Savvy: Proficient in Microsoft Office and internet applications.Time Management: Manages tasks effectively under pressure.Proactivity & Innovation: Autonomous, takes initiative for improvement.Work Prioritization: Detail-oriented, plans and coordinates outcomes based on urgency.Education and Experience Requirements:
Graduate of any Bachelor's Degree
With at least 2 years of relevant clerical work experience in an academe
Familiarity with the Ateneo de Manila educational system 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