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Administrative Assistant IV | School of Humanities
Ateneo de Manila University
- Quezon City, PhilippinesQuezon City, Metro Manila, Philippines, Katipunan Loyola HeightsQuezon CityMetro ManilaPhilippinesPhilippines
- Full timeFULL_TIME
Expired 5 days ago
2024-09-02T16:00:00+00:00Job Description
Summary of Work Activities and Responsibilities:
Under the supervision of the Dean and the Assistant to the Dean of the School of Humanities of the Loyola Schools, the Administrative Assistant IV provides secretarial, logistical, documentation and budget monitoring responsibilities in the day- to-day operations of the office.
Main Duties and Responsibilities:
I. Frontline Support
- Acts as the receptionist of the Office of the Dean in receiving visitors (internal and external) and directing them to the proper person/office concerned
- Handles incoming and outgoing documents of the office
- Manages the flow of incoming telephone calls and visitors
- Sends and Logs fax message
- Administrative and Secretarial Support
- Assists in receiving and screening documents for faculty (full-time/part-time), visiting professor
- Prepares the summary of Application for Short-term Leaves of Faculty
- Assists in the preparation of Summary of Waivers of Faculty and list of names of SOH Faculty for Christmas gifts
- Provides logistical support during faculty evaluation as needed (preparation of letters to evaluators, preparation of evaluation forms, etc.)
- Assists in disseminating information regarding deadlines, follow up about faculty matters, meetings, etc.
- Handles reservation of Natividad Galang Fajardo Conference Room and 6 Consultation rooms
- Files and safekeeps confidential matters/documents of the Office
- Helps oversee posting of materials of the SOH lobby monitor
- Monitors proper use and safekeeping of office equipment and supplies
- Budget and Financial Support
- Provides support in the preparation of yearly budget request for the office supplies, new equipment, minor and major office improvements and new positions for faculty
- Assists in monitoring Office Budget and DCB Account of the Office.
- Keeps financial records and expenses account of the office
- Prepares monthly and annual budget summary expenses
- Prepares Order for a Check, Petty Cash Vouchers and request for Budget Transfers, Liquidation and reimbursement reports
- Oversees in maintaining sufficient stock of office supplies
IV. Events Support
- Provides logistical support in various school events ( Vivan Las Humanidades SOH Awarding of Minors, Open House, Merits Scholars, Director’s List, Loyola Schools Awards for the Arts, Horacio dela Costa Lecture Series, Magpakatao Lecture, Junior Term Abroad, etc.)
- Assists in sending communication with the staff and contact persons from other schools and suppliers with regard to logistical requirements of various events and activities.
- Takes photos and videos of events for documentation purposes
Minimum Qualifications
Knowledge, Skills and Abilities:
- Skills in managing and keeping track of important data regarding faculty and students
- Skills in safeguarding confidential files and personal records of the office files
- Skills in building rapport among faculty members, students, staff, and visitors
- Good interpersonal Skills
- Good communication skills
- Proficient in MS Office applications
Education and Experience Requirements:
- Bachelor’s degree
- With at least 2 years of experience working in the Academe
Jobs Summary
- Job Level
- Entry Level / Junior, Apprentice
- Job Category
- Education and Training
- Educational Requirement
- Bachelor's degree graduate
- Recruiter response to application
- Sometimes
- Office Address
- Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
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