Administrative Assistant | University Business Affairs Office  

Main Duties and Responsibilities
I. Frontline Duties and Office Management Support
• Attends to inquiries and requests from stakeholders and visitors from various communication
channels (e.g., face to face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned
• Receives and records Office correspondences and communication materials and carries out appropriate actions• Handles coordination and logistical support requirements for meetings, events, and activities
• Updates office database and maintains files and records of correspondences, documents and
other materials for the Office in a systematic manner and consistent with the need to protect
confidentiality and data privacy
• Maintains pertinent files and records (e.g. disbursements, contracts, purchase requisitions, agreements, etc.) and facilitates disposal of old files and records according to University
guidelines
• Oversees the physical upkeep of the office, and ensures that job orders for various equipment repair and maintenance services are properly coordinated
• Ensures that office supplies and resources are replenished, properly stored, and in good working condition
• Prepares attendance and leave reports of UBAO employees for submission to HR for
processing

II. Business Development Support
• Provides various administrative and logistical support in generating revenues for the University (i.e. rental income from University properties, royalties from licensing of University trademarks, concession income, etc.)
▪ Coordinates with the Student Uniform Committees of Basic Education, and
prepares purchase requisitions for school and PE uniforms
▪ Provides updates on the status of purchase orders, deliveries, inventories, etc.
▪ Attends and documents committee meetings with the different school units and
clients, and provides updates as needed

Knowledge, Skills and Abilities
• Technological Savvy: Ability to utilize information technology and computer and internet
systems to accomplish tasks
• Secretarial and Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
• Communication Skills: Ability to communicate tactfully and sensitively with all types of
personalities and predispositions, utilizing different media directed at different audiences/stakeholders
• Time Management Skills: Ability to use one’s time and resources efficiently and effectively
• 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.
• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
• Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover

Education and Experience Requirements
• Bachelor’s degree in Management, Marketing, or Accounting
• At least two (2) years relevant work experience