Office Assistant | office of guidance and counseling | loyola schoolsAteneo de Manila University

Main Duties and Responsibilities:
I. Frontline and Office Support
Receives and screens incoming calls
Drafts and prepares letters, memos, students' folders, and other needed documentation
Prepares minutes of the meetings
Follow-up departments on LS-OGC's activities upon the instruction of the Director and the Counselors
Monitors attendance of LS-OGC Professionals
Submits a monthly attendance report to the Director
Attends to leave applications of LS-OGC Professionals for endorsement to the Director
Assists in the disposal of old files
II. Testing Support
Assists the Psychometrician in testing-related activities
Maintains and updates students' records by filing test results and other pertinent documents on each student.
III. Student Matters
Attends to students who come in for appointments/ interviews with counselors
Pre-screen their concerns and refers them to psychologists/ guidance counselors
Prepares student folders for review of counselors before the consultation sessions.
Answers students' inquiries regarding guidance testing, course shifting requirements, and LS-OGC's programs and activities
Supervises and assigns work to scholars
Encodes scholar's work hours for submission to the Office of Admission and Aid
Encodes information on services extended to sophomore, junior and grad students
IV. Financial Management Support
Monitors the office budget
Prepares the forms, correspondences, and necessary reports related to the Office's budget preparation process
Prepares the forms needed for various financial transactions, e.g. Order for Checks, Petty Cash Vouchers, Realignment forms, Bills Payments, Cash Advance forms, etc.
Coordinates with University Offices, e.g. Central Purchasing Office, and Central Accounting Office for office purchase requisitions
Ensures records of financial data are properly organized
IV. Performs other work-related tasks as may be required by the Director and authorized representative.
Knowledge, Skills, and Abilities:
Decision making
Critical thinking
Strategic thinking
Basic financial skills (budgeting)
Basic project management skills
Office general management skills
People management skills
Networking and partnering skills
Coordination skills
Written business communication skills
Data and Information Analysis - analyzing data and information as input for the formulation of strategic plans, monitoring progress toward goals, and calibrating programs
Change Management - managing resistance to change by involving and engaging key stakeholders in the process of change
Networking and Relationship Management - establishing, developing and maintaining a productive relationship with partners and other stakeholders over time.
Communications and Media - knowledge of media production, communication, and dissemination techniques and methods
Education and Experience Requirements:
A college degree or units in graduate studies related to communication, administration, or the health care sciences.
At least two years' experience in administrative tasks and customer relations/services/communications
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.
Kalibrr

Quezon City, Metro Manila
Permanent
Full-time