Administrative Assistant

Summary of Work Activities and Responsibilities:
The Administrative Assistant VI attends to all matters related to coordinating the administrative and logistical requirements of the office. The Administrative Assistant
VI provides administrative support for various matters and events organized by the Unit
Head

Main Duties and Responsibilities

• Manages meeting schedules, coordinating and keeping track of the various University-level schedules, agenda, and resolutions.
  • Arranges meetings, prepares background materials, transmits pertinent notices and information, confirms attendance of participants, and conducts follow-up on action items.
  • Prepares the materials and attends to the logistical preparations and arrangements needed for the meetings.
  • Finalizes approved/amended minutes of the meeting by affixing the official letterhead.
  • Proofreads and conducts minor edits (e.g., formats, resolution numbers, etc) on the draft minutes of the meeting.
  • Prepares and sends the online forms for the resolutions for approval, and monitors the response rate.
  • Surveys resolutions on non-relation to officers of government agencies that have projects with some units in the University.
  • Assists in drafting correspondence and letters, based on the instructions of the Unit Head and their affiliates.
• Attends to the administrative work related to nominations and appointments to the high-level committees.
  • Releases the communications to the intended stakeholders, including requesting nominations of appointees.
  • Coordinates travel arrangements for, who are coming from out of town to attend the meetings, and prepares reimbursement requests for their transportation expenses.
  • Gets Ateneo gate pass stickers for vehicles of committee members.
  • Coordinates arrangements for guests of the Unit Head
• Provides support services for various University functions and activities.
  • Oversees the overall planning and preparations for the University- sponsored events.
  • Represents the Unit in committees for some events under the Cluster regarding the details of the events.
  • Assists in administrative and logistical work needed for the gifts/souvenirs/tokens to be given during Christmas and special events.
• Attends to the communication materials, using existing templates, related to the
  Committee on Faculty Rank and Permanent Appointment (CFRaPA).
  • Prepares the faculty permanency and promotion letters, including drafting
    individual letters and the announcement to the community.
• Serves as frontline staff.
  • Attends to and screens visitors, and accompanies them to their designated venues, ensuring that they are addressed in a prompt, efficient, and professional manner worthy of an Ateneo employee.
  • Drafts correspondence and memos for the Unit Head, which includes releasing approved communication to the intended recipients using the official letter formats and communication channels.
  • Acknowledges and responds to the email senders within the provided authorization.
  • Forwards important announcements to relevant offices in the University.
• Properly logs correspondences, updating data and documents in the Appointments Registry Site.
• Attends to requests for funds, prepares the disbursement process and follows up on requests.
• Assists in arranging the teambuilding and rest and recreation of the Unit,
  including preparing a list of possible areas to visit and the proposed summary of
  expenses.
• Keeps records of confidential files, correspondence, and minutes of the
  meetings, and maintains an organized and secure filing system.
  • Prepares the documents to be filed with the pertinent government
    agencies.

Minimum Qualifications: Knowledge, Skills, and Abilities:

• Values Alignment: Incorporates University values into the daily activities of the unit
• Project Management and Program Development Skills: Proficient in project management techniques and methodologies, with the ability to oversee the development and implementation of programs
• Time Management Skills: Displays a strong work ethic, adheres to systematic approaches, and manages tasks and responsibilities effectively
• Organization Skills: Establishes unit priorities systematically, with due consideration to how to minimize and mitigate potential risks, and allocates the resources
• Accountability for Results: Guides and supports the team in achieving their work goals and objectives by providing resources
• Critical Thinking and Problem-Solving Skills: Ability to use critical thinking to assess challenges and identify innovative solutions for enhancing programs and ideas
• Collaborative and Networking Skills: Ability to build and maintain professional relationships with stakeholders, partners, and collaborators
• Office Management: Knowledge of proper office etiquette and protocols
• Oral and Written Communication Skills: Demonstrates clear and concise oral and written communication skills, with the ability to convey complex concepts and ideas to diverse audiences. Demonstrates proficiency in bridging conversations between individuals or groups of people. Proficient in English
• Teamwork and Collaboration: Builds and sustains synergies within members of the unit, and with teams outside the unit
• Technological Proficiency: Proficient in the use of productivity software such as Microsoft Office and online communication platforms

Education and Experience Requirements:

• With a Bachelor’s Degree
• 3-5 years’ work experience in an educational institution
• Experience providing administrative support to top management

The 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.