Administrative Assistant VI

Ateneo de Manila University; Philippines; On-site; PHP 240,000 - 480,000; Full time

Job summary

Ateneo de Manila University is seeking an Administrative Assistant VI to provide frontline, administrative, and logistical support for the Gov. Jose B. Fernandez Jr.

Ethics Center and the Office of the Student Activities and Formation of the Ateneo Graduate School of Business. Responsibilities include handling inquiries, records, and correspondence; coordinating travel, meetings, and events; assisting in center management and program budgeting; and supporting various projects across offices and

Qualifications

• Graduate of any Bachelor’s Degree.
• With at least 2 years of relevant clerical work experience.
• Demonstrates strong front-line and administrative support skills.

Responsibilities

• Attends to inquiries and requests from stakeholders and visitors of the Ethics Center and the Office of Student Activities and Formation and coordinates information flow.
• Receives and records office correspondences and communication materials and carries out appropriate actions.
• Prepares and files copies of outgoing correspondences and ensures they are addressed to intended recipients in a prompt and efficient manner.
• Provides support to the Dean’s projects and initiatives such as academic affairs, budget, quality assurance, marketing, and school events.
• Assists with logistical support for trainings, seminars, conferences, retreats, workshops and events headed by the Ethics Center and the Office of Student Activities and Formation.

Skills

Administrative Support

Communication Skills

Records Management

Organizational Skills

Microsoft Office

Website Management

Education

Bachelor's Degree

Tools

Microsoft Office

Content Management

Job description

Posted 3 days ago and deadline of application is on 9 Oct

Recruiter was hiring a day ago

Job Description

Summary of Work Activities and Responsibilities:

The Administrative Assistant VI provides frontline, administrative, logistical, support in the day-to-day operations of the Gov. Jose B. Fernandez Jr. Ethics Center and the Office of the Student Activities and Formation of the Ateneo Graduate School of Business.

Main Duties and Responsibilities:
I. Frontline and Administrative Support

• Attends 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 concerned
• Receives and records office correspondences and communication materials and carries out appropriate actions
• Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner
  • Serves as the custodian for the Ethics Center’s and Office of the Student Activities and Formation’s office equipment, resources, books, publications, supplies, and all office documents Conducts inventory of office equipment and ensures they are in good working condition
  • Ensures supplies/resources are promptly replenished and stored properly
  • Accurately encodes, sorts, and files documents, resources, books, and publications in a structured and organized manner for easy retrieval
• Provide 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 Activities

• Assists 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 Formation
  • Disseminates information and marketing collaterals about these programs and activities through the website, email, and/or print channels, and addresses inquiries accordingly
  • Prepares materials, equipment, and tokens while ensuring the reservation of venues, catering, and transportation requirements
  • Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments

III. Center Management Support

• Coordinates and arranges meetings, appointments, and travel arrangements of the Executive Director
• Prepares and submit annual year-end report and summary of operations
• Assists in the organization of meeting presentations of the Executive Director
• Draft contracts for Independent Contractors in accordance with legal and organizational requirements
• Assists in implementing the Ethics Center's marketing and admission initiatives
• Handles communication and information dissemination to relevant stakeholders and offices

IV. Student Activities and Formation Support

• Assists 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 Foundation
• Assists the Director in drafting the budget of the Student Council and Mulat Diwa Foundation by providing relevant financial data and completing the necessary documentation
• Monitors 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 transaction

V. Performs other duties as may be assigned by the immediate supervisor, or any
authorized representative

Minimum Qualifications

Knowledge, 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 ideas
• Service Orientation: Actively looking for ways to help people
• Records 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/turnover
• Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and possesses basic skills in managing websites, contributing to online presence, creating presentations and content management
• Customer 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 satisfaction
• Active 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 time
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details

Education and Experience Requirements:

• Graduate of any Bachelor’s Degree
• With at least 2 years of relevant clerical work experience

Ateneo 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.