Administrative Assistant for University Office of Decorum and Investigation

Ateneo de Manila University

Quezon City, Metro Manila
Permanent
Full-time

1 month ago

**Please note that the job description is subject to revision and improvement.Summary of Work Activities and Responsibilities:Under the supervision of the Director, the Admin Assistant provides frontline, logistical, and clerical support for the University Office of Decorum and Investigation, and the University Committee on Decorum and Investigation and Disciplinary Action Committee.Main Duties and Responsibilities:I. Office Secretarial Support

Monitors the Director’s meeting agendas, and prepares materials needed per instruction of the Director.
Attends to and screens phone calls and walk-in guests’ inquiries and requests, and
directs them to the proper recipients.
Receives incoming memos and correspondences.
Routes outgoing documents within the campus, and engages mail service providers for off campus deliveries.
Keeps financial records of Office transactions.
Serves as custodian of office equipment, supplies, and files.
Maintains / updates the content of the office website, upon instruction of the Director, and in coordination with the appropriate offices.

II. Case Investigation Support

Receives complaints letters and documents
Scans and organizes case files for permanent storage.
Provides staff support for cases, which includes, but not limited to scheduling of interview, documentation, coordination with Human Resources and/or school disciplining offices, record keeping, etc.
Initiates standard processes such as filling in necessary data in notices/forms and for the approval of the Officers and Director.
In charge of all logistical requirements for the hearings and meetings, including but not limited to:

Contacting attendance of committee members for hearings and meetings, and ascertains quorum
Handling of reservation of venue, equipment, and catering
Collating, reproducing, distributing, collecting, (and disposing duplicates) case files / collateral.
Transcribes hearings and deliberations, when necessary.

III. Performs other duties and responsibilities as may be assigned by the Director and authorized representatives.Knowledge, Skills and Abilities:

Good oral communication skills
Very good writing skills
Proficiency in documentation
Basic record keeping, accounting and fiscal knowledge
Proficient in MS Word, Excel, Powerpoint
Good interpersonal skills
Very good in planning and organization
Keen attention to detail

Education and Experience Requirements:

College graduate
Experience in office work and documentation

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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