Senior Administrative Assistant I

UP Diliman sa; Quezon City; On-site; PHP 279,000 - 391,000; Full time

Job summary

The organization seeks an Administrative Officer to oversee general operations of the office, provide guidance and oversight, and monitor staff performance in line with institutional procedures.

The role includes calendar management for the Director and Institute lawyers, handling messages, endorsements, filing, travel requests, records management, event logistics, and collaboration with leadership to ensure compliance and efficient administrative workflows.

Qualifications

• Two years of college study or equivalent (prior to 2018).
• High School Graduate with relevant vocational/trade course (prior to 2018).
• Senior High School with TVL track (prior to 2018).
• Grade 10 with vocational/trade course (TESDA II) (starting 2018).
• 3 years of relevant experience.
• 16 hours of relevant training.
• Competency: Core (Advanced) Exemplifying Integrity and Professionalism; Delivering Service Excellence; Demonstrating Personal Effectiveness; Teamwork and Collaboration.

Responsibilities

• Exercise supervisory authority over the general operations of the office, providing guidance and oversight, and ensure monitoring and evaluation of each administrative staff's performance;
• Coordinate calendar management and meeting logistics for the Director and Institute lawyers, while managing all calls to ensure accurate transmission of messages and undertaking the proper endorsement, recording, and filing of documents in strict compliance with institutional procedures;
• Closely coordinate and collaborate with the Director on all administrative matters, exercising centralized authority over the scheduling and monitoring of lawyer appointments to ensure efficiency, uniformity, and compliance with institutional protocols;
• Prepare and submit office reports, requests, and required documentation in accordance with institutional protocols and compliance standards;
• Coordinate and administer requests for official international and local travel approval with funding for Institute lawyers in accordance with university financial procedures, and oversight of liquidation to ensure compliance with payment and reimbursement policies and procedures;
• Serve as the Institute's Records Officer, with accountability for the precise maintenance and updating of the units' databases. Ensure the secure preservation of archival documents, and undertakes the systematic management, archiving, and back up of files in both digital and physical formats in strict compliance with institutional measures;
• Coordinate and help facilitate the printing of institutional publications, in compliance with procurement and institutional guidelines;
• Plan, coordinate, and administer the logistical requirements of institutional events, encompassing pre event preparations, on site implementation, and post event activities, in accordance with established institutional policies and procedures;
• Attend meetings of Administrative Officers/Coordinators, ARTA, and other institutional bodies and perform other tasks as may be assigned by the immediate supervisor.

Skills

Integrity

Professionalism

Service Excellence

Personal Effectiveness

Teamwork

Education

Two years college (prior to 2018)

High School Diploma with vocational/trade (prior to 2018)

Senior High School TVL (prior to 2018)

Grade 10 with TESDA II (starting 2018)

Job description

Completion of 2 years of studies in college (prior to 2018), OR High School Graduate with relevant vocational/trade course (prior to 2018), OR Completion of Grade 12/Senior High School under Technical-Vocational-Livelihood Track, OR Completion of Grade 10/Junior High School with relevant vocational/trade course (TESDA II) (starting 2018)

with 3 years of relevant experience

Training

16 hours of relevant training

Relevant MC 11 s. 1996/Career Service (Sub-Professional)/First Level Eligibility

Competency:

Core (Advanced) Exemplifying Integrity and Professionalism; Delivering Service Excellence; Demonstrating Personal Effectiveness; Teamwork and Collaboration

Duties and Responsibilities

Exercise supervisory authority over the general operations of the office, providing guidance and oversight, and ensure monitoring and evaluation of each administrative staff's performance;

Coordinate calendar management and meeting logistics for the Director and Institute lawyers, while managing all calls to ensure accurate transmission of messages and undertaking the proper endorsement, recording, and filing of documents in strict compliance with institutional procedures;

Closely coordinate and collaborate with the Director on all administrative matters, exercising centralized authority over the scheduling and monitoring of lawyer appointments to ensure efficiency, uniformity, and compliance with institutional protocols;

Prepare and submit office reports, requests, and required documentation in accordance with institutional protocols and compliance standards;

Coordinate and administer requests for official international and local travel approval with funding for Institute lawyers in accordance with university financial procedures, and oversight of liquidation to ensure compliance with payment and reimbursement policies and procedures;

Serve as the Institute's Records Officer, with accountability for the precise maintenance and updating of the units' databases. Ensure the secure preservation of archival documents, and undertakes the systematic management, archiving, and back up of files in both digital and physical formats in strict compliance with institutional measures;

Coordinate and help facilitate the printing of institutional publications, in compliance with procurement and institutional guidelines;

Plan, coordinate, and administer the logistical requirements of institutional events, encompassing pre event preparations, on site implementation, and post event activities, in accordance with established institutional policies and procedures; and

Attend meetings of Administrative Officers/Coordinators, ARTA, and other institutional bodies and perform other tasks as may be assigned by the immediate supervisor.