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Ateneo de Manila University

Administrative Assistant for Academic Affairs  

Ateneo de Manila University

 
  • Makati, Philippines
    Rockwell Dr, Guadalupe Viejo, Makati, Metro Manila, Philippines
    Makati
    Metro Manila
    Philippines
    Philippines
  • Full timeFULL_TIME

Posted a day ago and deadline of application is on 30 Jan

Recruiter was hiring 6 hours ago

2024-11-20T08:03:20.934755+00:002025-01-30T16:00:00+00:00

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
Industry
Higher Education / Academia
Vacancy
1 opening
Website
http://www.ateneo.edu/

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About Ateneo de Manila University

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.

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