Administrative Assistant VI for Office of the Dean
Ateneo de Manila University View all jobs
- Makati City, Metro Manila
- Permanent
- Full-time
I. Frontline and Administrative SupportServes as the receptionist and attends to inquiries and requests from stakeholders and visitors 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 actions while observing appropriate confidentiality and discretionPrepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient mannerServes as the main custodian for all office equipment, supplies, vehicles, and all other office resourcesII. Office Management SupportOversees the work calendar and appointments of the Dean by coordinating the meeting schedules as approved by the DeanHandles the attendance monitoring of employees which includes absences, leaves and tardiness recordsCollects and summarizes relevant data gathered from meetings to support the decision-making process of the Associate Dean and DeanCoordinates students’ request for certificates and other documents subject for Dean’s signature and approvalAssists the Office of the Dean and the Strategic and Quality Assurance Team in the implementation of its quality assurance and accreditation initiatives through the collection and verification of data, documentation and information disseminationIII. Logistical Support for Office ActivitiesDrafts and disseminates information, marketing collaterals, memoranda, and office communications about the school’s programs and activities through the website, email, and/or print channels, and addresses inquiries accordinglyCoordinates with the AGSB Marketing group and/or the University Marketing and Communications Office (UMCO) for publishing of articles, write-ups, and other communication materials to ensure compliance with University guidelinesPrepares materials, equipment, and tokens while ensuring the reservation of venues/conference rooms, catering, and transportation requirementsMonitors event attendance and prepares detailed reports to track participant turnout and engagementProcesses financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and paymentsIV. Budget and Financial SupportAssists the Dean in preparing the budget proposal of the department for the fiscal year by initially drafting the budget reports based on their financial trends and needsDrafts, submits, and tracks financial reports, including petty cash funds, liquidation reports, reimbursements, financial status, and expense monitoring vis-à-vis the approved office budgetMaintains and securely stores the financial records of office transactionsAssists the Dean in compiling materials and documents required for submission during the budget seasonV. Performs other work-related tasks as may be required by the immediate supervisor and 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:Bachelor’s DegreeWith at least 3 years of relevant clerical work experienceEntry Level / Junior, Apprentice Administration and Coordination Higher Education / Academia 1 opening Bachelor's degree graduateAteneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, 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 High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City.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.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. 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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