clinic support and Administrative AssistantAteneo de Manila University

Under the supervision of the University Physician, the Administrative Assistant is tasked to ensure the effective and efficient management of the Office of the University Physician and University Clinic.
Main Duties and Responsibilities
Office and Clinic Management Support
Oversees the facilities upkeep and inventory of the Office and the Clinic
Ensures that necessary repairs are coordinated, and periodic general cleaning and pest control are scheduled, among others.
In collaboration with the nurse, ensures that the clinic and all the medical supplies/equipment are sanitized and safe for use by the patient.
In collaboration with the Nurse and the Health System and Data Officer, maintains and monitors use of office and clinic supplies/equipment and ensures that these are replenished as required and used in an optimal and cost-effective manner.
Assists in monitoring, coordinating, implementing, and evaluating all the Office and the Cluster's projects, keeping track of the deliverables, timelines, agreements, including possible sustainability measures.
Assists in preparing reports, as required from the Office and the Clinic, and ensures that all expected reports are submitted on time.
Monitors and keeps track of the health information and announcements coming from the University Physician, clinic hubs, and government agencies.
Assists in preparing templates, infographics, presentation materials to inform and educate the community of any health-related matters, based on the content provided by the medical professionals.
Prepares templated memos, letters, and other communication needed by the University Physician.
Recommends improvements in the Office and Clinic's systems, processes, and programs.
Frontline Functions
Manages the appointments of the University Physician, and the activities sponsored by the Office, attending to the necessary logistical requirements.
Coordinates with various offices and external stakeholders for the achievement of the Office of the University Physician and the University Clinic's mandates.
Arranges the logistical requirements such as scheduling, venue, transportation, meals, equipment, souvenirs, etc., depending on what is needed for the meeting/event.
Documents all meetings, proceedings, and events of the Office and Clinic's projects and activities.
Attends to queries, guests, and patients in a prompt, polite and efficient manner.
Oversees the patient appointments of each attending physician, and prepares the necessary data in preparation for each schedule.
Obtains the medical records of each patient in preparation for each consultation schedules, ensuring that submitted forms are complete.
Assists the nurse in the systematic filing/retrieval of forms/documents/records.
Assists the nurse in coordinating referrals and/or transfer of patients to medical facilities.
Document Management
Where appropriate, conducts initial reviews of documents submitted to the University Physician, and makes necessary recommendations.
Assists in the preparation and filing of copies of outgoing correspondences; Properly logs incoming correspondences and ensures that they are addressed in a prompt and efficient manner.
Coordinates proposed agreements to be reviewed by the necessary parties and by the legal counsel, including the signing of these documents and sending and retaining copies of the original document as required. This will include ensuring that contractual agreements of the Office are monitored and attended to.
Updates Office database and maintains files and records of correspondences, documents and other materials for the University Physician in a systematic manner and consistent with the need to protect confidentiality and data privacy, in particular personnel/patient records and Office records.
Properly disposes old files and records according to University and Office guidelines.
Finance Management Support
Maintains and tracks the unit's financial resources, monitoring the expenses vis-à-vis the budget of the Office and the Clinic.
Maintains expenses, primarily through the preparation of documents required for accounting according to University guidelines.
Coordinates with Finance and Treasurer Cluster for budget requests and considerations needed by the Office and the Clinic.
Maintains ledgers for operational accounts of the Office and the Clinic where expenses or income are logged to track running balances in real time.
Produces quarterly budget reports, in coordination with the designated Cluster budget officer.
Assists in the consolidation of requirements for the annual budget.
Coordinates the timely submission of billings and prepared Orders for a Check to process payments.
Manages the petty cash fund of the Office and Clinic; processes reimbursement and liquidation reports.
Ensures all financial accountabilities are paid, e.g., payments to suppliers and contractors.
Performs other duties as may be reasonably assigned by the immediate supervisor, and authorized representatives.
Knowledge, Skills, and Abilities:
Office general management skills
Interpersonal, networking, and partnering skills
Coordination skills
Basic financial skills (budgeting)
Basic project management skills
Decision making, critical thinking
Written business communication skills
Has good facilitation and feedback skills (active listening, asking questions)·
Strong attention to detail
Ability to innovate and open to learning
Must be comfortable handling ambiguity, flexible, adaptable, and proactive
Strong knowledge of presentations and several MS applications (Excel, PowerPoint, Visio etc.), creating various reports in Excel
Has a strong sense of urgency balanced with quality-result orientation
Knowledge of how clinics work
Education and Experience Requirements:
College graduate in any management course
At least 3 years working experience in a related capacity
Work experience in hospital or clinic setting with patient care, an advantage
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