Office Assistant | health sciences programAteneo de Manila University

Job Description
Summary of Work Activities and Responsibilities:
Under the supervision of the Program Director, the Office Assistant is responsible for providing clerical, administrative, and project support to the Health Sciences Program. He/She is in charge of managing office operations, coordinating communications, assisting in program-related tasks, and maintaining an organized and efficient work environment.
Main Duties and Responsibilities:
I. Office Management Support
Prepares and manages, schedules, and confirms appointments and meetings of the Program Director
Responds and attends to various stakeholder inquiries, calls, visits, and requests received by the office and takes note of concerns that need to be addressed
Assists the Program Director in updating and writing policies and procedures for the office
Monitors and maintains office supply levels, placing orders when necessary.
Coordinates with vendors and suppliers for timely delivery of office materials
II. Communication and Coordination
Acts as the liaison between the Program Director and faculty, staff, students, and external stakeholders.
Organizes and facilitates meetings, conferences, and special events as requested
Prepares a variety of technical, statistical, financial, or narrative reports, letters, memos, and other written correspondence to communicate announcements and updates for the office
Delivers general notices/advisories and specific inter-department communications, as may be necessary for public relations and information dissemination
Coordinates with UMCO and other offices to update the website related to the Health Sciences Program
Coordinates with the ASMPH on student applications, faculty loads and student advising.
III. Documentation and Data Management
Maintains and updates confidential program files and records and makes recommendations to ensure that important documents, policies, procedures are properly filed and easily accessible.
Assists in data collection, organization and preparation of reports as required by the Program Director
IV. Program Support
Assists the Director in ensuring the smooth flow of academic procedure, according to the guidelines set by the University:
Provides administrative support for program-related initiatives, projects and grant applications
Assists in preparing class schedules, faculty load reports, documents for hiring personnel, annual budget reports, disbursement and petty cash utilization records
Assists in preparing presentations, educational materials and reports
Assists the faculty in the acquisition of instructional materials and the reservation of venues for special academic and community-building activities
Monitors the use of the assigned rooms to Health Sciences Program, conference rooms, bulletin boards, computers, and other areas/equipment allowed for students' use
V. Student Support
Maintains, updates and monitors students' files for easy retrieval
Assists during advisements
Assists during enrollment period
Coordinates Student's Individual Program of Study
Prepares and updates the documents for approval of the Program Director
Reserves venues for the thesis defense
VI. Fulfills any other tasks or duties that may be assigned by the Program Director
Minimum Qualifications
Knowledge, Skills, and Abilities:
Proficient computer skills, including MS Office Suite (Word, Excel, PowerPoint etc.)
Excellent verbal and written communication skills
Strong organizational and multi-tasking abilities
Attention to detail
Ability to handle sensitive and confidential information with discretion
Familiarity with health sciences terminology
Education and Experience Requirements:
Bachelor's degree
With at least 3-5 years' work experience in related field