department SecretaryAteneo de Manila University

Summary of Work Activities and Responsibilities:The Department Secretary IV provides frontline, secretarial, and academic support to the Department of Development Studies.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
Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner
II. Resource Management Support
Monitors the availability of office supplies and equipment, and facilitates requests for repairs, replacements, or procurement
Assists in budget preparation by consolidating and submitting financial documents such as requests for supplies, equipment, and other operational expenses
Monitors and checks availability and condition of classrooms, meeting rooms, common spaces and equipment/s assigned to the department
III. Academic and Program Support
Assists during registration periods, particularly for SocSci 13 sign-ups, by receiving and encoding student enlistment requests and answering queries on procedures and requirements
Assists faculty in fulfilling academic requirements, ensuring that classes and departmental activities run smoothly and in compliance with University processes
Processes room reservations ensuring that appropriate venues are secured for classes, exams, and academic activities
Receives and processes duplication requests for exams, syllabi, and handouts, while maintaining confidentiality and timely delivery
Prepares and distributes syllabi and course handouts in print or electronic format
Prepares SocSci 13 course offerings, schedules, and related reports by gathering and confirming faculty availability
Disseminates course announcements through official communication channels (e.g., email lists, bulletin boards, online platforms)
Assists in processing practicum requirements by preparing endorsement letters, collating and submitting evaluation forms, and coordinating schedules and communications with partner institutions
IV. Coordination and Logistical Support
Prepares and sends out invitations and communications with guest speakers, partner institutions, and participants
Prepares program materials, event kits, and other necessary documentation for smooth implementation
Handles participant registration, attendance monitoring, and post-event follow-up
Coordinates logistical requirements such as venue reservations, equipment setup, catering, and permits when necessary
V. Data and Records Management Support
Processes and organizes incoming and outgoing documents, including reports, activity requests, and correspondences.
Maintains student, faculty, and office files, including confidential records such as contracts, CVs, and application forms
Assists in timekeeping and documentation requirements as needed by the Department by monitoring and recording faculty attendance, and ensuring submission to the concerned University offices within prescribed deadlines
VI. Performs other work-related tasks as may be required by the immediate supervisor and authorized representativeKnowledge, Skills and Abilities:
Administrative Support Skills: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Applications
Coordination Skills: Ability to proactively coordinate, and manage actions in relation to others
Records Management Skills: Ability to manage files and records, take minutes and documentation, and keep matters confidential
Secretarial and Clerical Support Skills: Knowledge of clerical procedures and systems such drafting of memos and interdepartmental communications, office budget and expenses, etc.
Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions
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
Time Management Skills: Ability to use one's time and resources efficiently and effectively
Education and Experience Requirements:
Bachelor's Degree
With at least 1-2 years of 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