Administrative Assistant VI

Summary of Work Activities and Responsibilities

The Administrative Assistant VI provides secretarial, administrative, and financial support to the day-to-day operations of the Office.

Main Duties and Responsibilities

I. Frontline and Administrative Support

• Handles inquiries and requests from stakeholders and visitors across multiple communication channels and coordinates information flow with concerned offices.
• Receives, records, and processes office correspondence and communication materials.
• Provides coordination and logistical support for meetings, events, and activities.
• Assists in communicating and promoting relevant university information, reports, and initiatives related to institutional strategies, rankings, and accreditations.
• Maintains the repository of official communication materials of the Office of the Associate Dean for Administrative and Student Services.
• Collates data and prepares reports related to staff formation, health, and wellness for review and endorsement.
• Coordinates with the university physician, clinic, and partner health facilities on employee and student health and wellness protocols.
• Coordinates with campus security offices on safety and security matters.
• Provides administrative and logistical support for school projects and special events.

II. Financial Management Support

• Maintains office financial records and expense accounts to ensure accurate documentation.
• Assists in the preparation of school budget proposals and budget reports.
• Prepares and processes financial documents for approval and submission to the central accounting office.
• Supports the monitoring of collection activities.

III. Records Management Support

• Updates databases and maintains correspondence, documents, and records in a systematic and confidential manner.
• Maintains files and facilitates proper disposal of records in accordance with university guidelines.

IV. Human Resource Support

• Coordinates the routing, submission, and follow-up of human resource–related documents.
• Supports recruitment and the filling of school vacancies.
• Collaborates with supervisors and department or program secretaries to maintain compliant personnel records.
• Provides administrative support for employee development plans.
• Prepares attendance summaries for non-teaching administrative staff.

V. Facilities and Information Technology Matters

• Conducts periodic checks of facilities and coordinates repair or renovation requirements.
• Coordinates facilities needs and monitors inventory of capital and non-capital equipment.
• Coordinates with relevant offices on inventory management and disposal of office equipment and furniture.
• Assists in billing units for classroom usage.
• Provides classroom and logistical support for academic classes and programs.

VI. Performs other work-related tasks as assigned by the immediate supervisor or authorized representative.

Minimum Qualifications: Knowledge, Skills, and Abilities:

• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Applications
• Coordination Skills: Ability to proactively coordinate, and manage actions in relation to others
• Records Management Skills: Ability to manage files and records, take minutes and documentation, and keep matters confidential
• Secretarial and Clerical Support Skills: Knowledge of administrative and clerical procedures and systems such drafting of memos and interdepartmental communications, office budget and expenses, etc.
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions
• 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.
• Time Management Skills: Ability to use one’s time and resources efficiently and effectively
• Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.

Education and Experience Requirements

• Bachelor’s Degree
• With at least 3 years of relevant 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.