Administrative Assistant | Dean's Office | School of Social Sciences

Summary of Work Activities and Responsibilties:

Under the supervision of the Dean and Assistant to the Dean, the Administrative Assistant provides administrative and other office support services in the day to day operations of the office.

Main Duties and Responsibilities

I. Secretarial Support to the Dean

• Monitors the Dean’s meeting agendas, and prepares materials needed per instruction of the Dean.
• Drafts correspondences for the Dean
• Handles the local and international travel arrangements of the Dean which includes obtaining necessary requirements in securing visa, travel insurance, purchase of tickets, etc.
• Prepares the annual application and processing of the Dean’s personal and company car sticker, repair and maintenance.

II. Frontline Support

• Monitors and arranges the meeting schedules of the Dean and the Assistant to the Dean.
• Serves as communication link between faculty/secretaries and other administrators to ensure effective communication and good working relationships.
• Coordinates, disseminates and maintains flow of information with non-teaching staff of the LS as well as those in the Central Administration offices on School and university activities.

III. Administrative Support

• Office-related support
  • Assists the Assistant to the Dean in the implementation of overall administrative duties to relieve the Dean of routine and minor responsibilities related to office management.
• • Regularly performs inventory of office supplies, ensuring that required stocks are on hand when needed.

• Meetings/Events/Program-related support
  • Coordinates, organizes, and performs the administrative and logistical requirements of meetings/activities/events organized by the School
  • Handles the document preparations, coordination, and other arrangements needed by faculty and students for local and international conferences/events
• Student-related support
  • Printing Minors Certificate
  • Assists the Assistant to the Dean in various outstanding student search awards, such as:
• Assists in coordinating employee-related queries, requests, requirements with the Office of Human Resource Management and Organization Development, Central Accounting Office, and Ls Hr Services.
• Budget and Finance support
  • Gathers quotations from suppliers and consultants, and consolidates and drafts annual office budget
  • Assists the Dean in ensuring that requests are in order of priority, including meeting the heads of the department to justify the items being requested.
  • Recommends to the Dean the budget allocation/subsidy for faculty/students’ conferences/seminars, donations, and solicitations, and prepares the necessary Orders for checks.
• Junior Term Abroad (jta) support
  • Assists the Dean and jta Coordinator in administrative and logistical tasks related to the school’s jta Program, which includes organizing orientations and meetings.
  • Coordinates with the Office of the International Relations on matters related to jta.

IV. Data Reporting and Management

• Gathers, consolidates, and prepares all pertinent documents and reports needed, upon instruction from the Dean and Assistant to the Dean.

V. Performance of other tasks as required and requested by the Dean, Assistant to the Dean, and other authorized representatives.

Minimum Qualifications: Knowledge, Skills and Abilities:

• Systematic, organized, and attentive to details
• Organization and coordination skills, able to manage multiple tasks within a limited time
• People and interpersonal skills
• Professionalism and customer service, responding appropriately and being responsive to the needs of the Office
• Computer literate, knowledgeable in MS Word and Excel
• Working knowledge of operating various office equipment such as photocopiers, facsimiles, photo-capturing device
• Good command of Filipino and English language (oral and written)

Education and Experience Requirements:

• Bachelors Degree, preferably background in finance and accounting
• At least 4 years administrative work experience
• Familiarity with the ADMU educational system, an advantage

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.