Administrative Assistant for Academic Affairs
Ateneo de Manila University
- Makati, PhilippinesRockwell Dr, Guadalupe Viejo, Makati, Metro Manila, PhilippinesMakatiMetro ManilaPhilippinesPhilippines
- Full timeFULL_TIME
Job Description
Summary of Work Activities and Responsibilities:
The Administrative Assistant VI provides frontline, administrative, financial and logistical
support for the day-to-day operations and academic-related matters of the Office of the
Associate Dean for Academic Affairs (ADAA).
Main Duties and Responsibilities:
I. Frontline and Administrative Support
- Attends to inquiries and requests from stakeholders and visitors from various communication channels 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 while observing appropriate confidentiality and discretion
- Prepares, makes and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner
- Assists in the upkeep of all office equipment and rooms, resources, publications, supplies, and all faculty documents
- Monitors availability of parking slots and prepares car passes/stickers for faculty
II. Office Management Support
- Assists the ADAA in preparing presentations and reports by gathering and organizing data, materials, and relevant information from various sources
- Provides support to the Standards Committee by organizing meetings, preparing agendas, recording minutes, and coordinating communications between committee members
- Assists the Admissions Committee in the evaluation of transcripts of new students to determine compliance with admissions requirements
III. Faculty Support
- Coordinates the schedule of classes based on faculty loading and availability
- Assists in assigning classrooms to the core and elective subjects by reviewing the faculty’s availability/schedules and course schedules vis-à-vis classroom availability
- Reproduces, collates, and binds class reference materials for distribution to students or for faculty use
- Communicates class schedules, announcements, and important deadlines to students to ensure accurate and up-to-date class schedules are disseminated through appropriate channels
- Ensures timely submission of grades by following up with faculty, by regularly checking for pending submissions and sending reminders before deadlines
- Administers and encodes faculty evaluations by distributing evaluation forms or providing access to digital platforms
IV. Logistical Support for Office Activities
- Disseminates information and marketing collaterals about the school’s programs and activities through the website, email, and/or print channels, and addresses inquiries accordingly
- Prepares materials, equipment, and tokens while ensuring the reservation of venues/conference rooms, catering, and transportation requirements
- Monitors event attendance and prepares detailed reports to track participant turnout and engagement
- Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments
- Prepares and monitors regular and timely submission of beadle sheets
- Assists in the administration of exams
V. Budget and Financial Support
- Drafts, submits, and tracks financial reports, including petty cash funds, liquidation reports, reimbursements, financial status, and expense monitoring vis-à-vis the approved office budget
- Maintains and securely stores the financial records of office transactions
- Assists the Office in compiling materials and documents required for submission during the budget season
Minimum Qualifications
Education and Experience Requirements:
• Graduate of any Bachelor’s Degree
• With at least 2 years of relevant clerical work experience in an academe
• Familiarity with the Ateneo de Manila educational system is an advantage
Jobs Summary
- Job Level
- Entry Level / Junior, Apprentice
- Job Category
- Administration and Coordination
- Educational Requirement
- Bachelor's degree graduate
- Recruiter response to application
- Always
- Office Address
- Ateneo Professional School, Rockwell Dr, 1211 Makati, Philippines