Administrative Assistant (For Pooling)

University of San Agustin; Iloilo City; On-site; PHP 180,000 - 240,000; Full time

Job summary

University of San Agustin in Iloilo City seeks an Administrative Assistant to provide technical, administrative, and clerical support to the department head and staff. The role encompasses handling communications, record-keeping, scheduling, and logistics to ensure smooth operations.

The position focuses on maintaining confidentiality, coordinating meetings, processing transactions, and delivering dependable office support within the institution's Augustinian mission.

Responsibilities

• Performs job functions consistent with the Institution's vision and mission statements, core values, and the Augustinian educational apostolate
• Extends administrative support such as processing of transactions, data collection and collation, and provision of logistical support on projects and activities being undertaken by the office
• Drafts and encodes / types official communication and assigned documents related to the functions and activities of the work unit
• Receives visitors, responds to basic inquiries, or refers them to appropriate officers and employees who can best attend to their needs
• Places and answers telephone calls; relays messages received on the telephone to persons concerned
• Receives and records incoming written communication and related documents; dispatches and records outgoing communication and releases documents requested from the office with the superior's approval; reproduces materials for general circulation
• Coordinates appointments of the superior and schedules of meetings, programs, and other activities of the department / work unit; prepares materials that may be required in the implementation of programs and activities
• Prepares logistical arrangements such as venue, supplies, and materials needed for meetings within the department; takes down notes and prepares the minutes of the meeting; distributes copies to those in attendance
• Acts as document custodian for the office; files documents and records according to established classifications; keeps updated files with particular emphasis on the maintenance of confidentiality of classified information
• Maintains office supplies and consumable materials and prepares requisition forms for the replenishment of such

Job description

About the role

The Administrative Assistant is primarily responsible for the provision of technical, administrative, and clerical support to the head and staff of the department to which assigned.

Key responsibilities

• Performs job functions consistent with the Institution's vision and mission statements, core values, and the Augustinian educational apostolate

• Extends administrative support such as processing of transactions, data collection and collation, and provision of logistical support on projects and activities being undertaken by the office

• Drafts and encodes / types official communication and assigned documents related to the functions and activities of the work unit

• Receives visitors, responds to basic inquiries, or refers them to appropriate officers and employees who can best attend to their needs

• Places and answers telephone calls; relays messages received on the telephone to persons concerned

• Receives and records incoming written communication and related documents; dispatches and records outgoing communication and releases documents requested from the office with the superior's approval; reproduces materials for general circulation

• Coordinates appointments of the superior and schedules of meetings, programs, and other activities of the department / work unit; prepares materials that may be required in the implementation of programs and activities

• Prepares logistical arrangements such as venue, supplies, and materials needed for meetings within the department; takes down notes and prepares the minutes of the meeting; distributes copies to those in attendance

• Acts as document custodian for the office; files documents and records according to established classifications; keeps updated files with particular emphasis on the maintenance of confidentiality of classified information

• Maintains office supplies and consumable materials and prepares requisition forms for the replenishment of such