Office Secretary | for poolingAteneo de Manila University

Job Description
This Job Description may be subject to further updates:
Summary of Work Activities and Responsibilities:
Under the direct supervision of the Assistant to the Dean, the Office Secretary performs administrative, secretarial, and clerical duties to support the daily operations of the Administration Office.
1. Secretarial Support to the Administration Office
Serves as frontline staff, attending to and screening visitors, correspondences, and packages
Provides logistical and administrative support for the Dean and the office
Calendars appointments for the Dean
Drafts routine correspondences of the administration and reports for the Dean
Responds to inquiries regarding school activities, programs, and refers callers to the right person when necessary
Receives incoming letters, messages, calls, fax messages, and office mail for members of the administration
Receives incoming memos and other documents from students, University offices and others and forwards these to respective recipients
Safe keeps records, documents and information of the School, ensuring confidentiality and accuracy of data
Manages the office supplies for the different office and ensures its procurement & disbursement
Distributes / sends out letters, correspondences, of the Office to its recipients
Takes minutes of the meeting, as needed
In charge of the application process for car stickers and locker rentals
Oversees the necessary preparations needed for the meetings, events, and projects organized by the Dean
Coordinates schedules, invitations, venues, food, materials, and transportation
Obtains necessary data and summarizes the information gathered for the Dean's reference
Prepares and monitors work plans of the Dean's special projects
Assists in informing and coordinating the community about School schedules, activities, deadlines, important announcements
Assists the Assistant to the Dean in drafting and facilitating the following documents:
Memorandum of Agreement with Partner Hospitals and other Partners
Approval of Promissory Notes
Students' Letter of Request
Letters of Request / Invitation
Requests for accident insurance claims
Clearance requests
Recommendation Letters
Others as needed
2. Admin Support for the Facilities Management System of the school
Encodes approved room reservations on the FMS
Prints room reservations schedule and endorses to Security, Janitorial and Facilities teams
Assists in the use and reservation of campus facilities
3. Events Management Support
Assists in the logistical & secretarial requirements for school sponsored conferences and special events, as needed
Sends information and promotional material of events to Blueboard and other offices concerned
Disseminates information regarding conferences, schedules, and deadlines.
Provides staff support for pre-event planning sessions, the event proper and post event evaluation sessions.
4. Secretarial support for School committees
Provides logistical and administrative support to Standing and Ad-Hoc Committees
5. Others
Performs all other tasks assigned to him/ her that may be assigned by the Office of the Dean.
Minimum Qualifications
Bachelor's Degree
At least 3 years of experience , 1 year of which was experience in Office Management
Must be proficient in MS Office Application
Has good oral and written communication skills
Organized and keen to details
Customer relations skills is required
Excellent in planning and scheduling of activities
Skill in managing, archiving and keeping track of a variety and volume of data
Ability to multi-task
Trustworthy; can handle confidential information
Pleasing, warm personality; patient & respectful in dealing with people
Has a good moral character, good communication skills, and a team player