Full JD to be sent to shortlist.Main Duties and Responsibilities:I. Frontline and Administrative SupportAttends to inquiries and requests from stakeholders and visitors of both the Ethics Center and the Office of the Student Activities and Formation and the Office of the Dean from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concernedReceives and records office correspondences and communication materials and carries out appropriate actionsPrepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient mannerProvide support to the Dean’s various projects and initiatives, such as but not limited to, academic affairs, budget, quality assurance, marketing, School events, etc.II. Logistical Support for Office ActivitiesAssists with the logistical support requirements for the trainings, seminars, conferences, retreats, workshops and events headed by the Ethics Center and the Office of Student Activities and FormationDisseminates information and marketing collaterals about these programs and activities through the website, email, and/or print channels, and addresses inquiries accordinglyPrepares materials, equipment, and tokens while ensuring the reservation of venues, catering, and transportation requirementsProcesses financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and paymentsIII. Center Management SupportCoordinates and arranges meetings, appointments, and travel arrangements of theExecutive DirectorPrepares and submit annual year-end report and summary of operationsAssists in the organization of meeting presentations of the Executive DirectorDraft contracts for Independent Contractors in accordance with legal andorganizational requirementsAssists in implementing the Ethics Center's marketing and admission initiativesMaintains and updates the student tracking database for accurate and up-to-date recordsHandles communication and information dissemination to relevant stakeholders and officesIV. Student Activities and Formation SupportAssists the Director in managing the day-to-day administrative requirements and implementation of the different programs of the Office of the Student Activities and Formation and the Mulat Diwa FoundationDrafts various documents and reports (e.g. requests for funding and endowments, Terms of Reference, CHED reports, etc.) and submits them to the Director for review and approvalReviews accuracy and completeness of submitted project proposals, collates and submits to the Director for approvalEnsures the maintenance and proper usage of the Student Council roomAssists the Director in drafting the budget of the Student Council and Mulat Diwa Foundation by providing relevant financial data and completing the necessary documentationMonitors expenses of the Office of Student Activities and Formation, Mulat Diwa Foundation and the Student Council Fund vis-à-vis approved budget and keeps records of all financial transactionV. Performs other duties as may be assigned by the immediate supervisor, or any authorized representativeKnowledge, Skills, and Abilities:Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, office budget and expenses, etc.Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideasService Orientation: Actively looking for ways to help peopleRecords Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnoverTechnological Savvy: Demonstrates proficiency in Microsoft Office Applications and possesses basic skills in managing websites, contributing to online presence, creating presentations and content managementCustomer 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 satisfactionActive Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate timeAdaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environmentOrganization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to detailsEducation and Experience Requirements:Graduate of any Bachelor’s DegreeWith at least 2 years of relevant clerical work experienceEntry 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.
