Office Assistant for Administrative and Student Services  

Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant to the Associate Dean for Administrative and Student Services, the Administrative Assistant VI provides secretarial, administrative, and financial support in the day-to-day operations of the Office.

I. Secretarial and Administrative 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

Contributes to efforts in communicating and promoting to various stakeholders vital and up-to-date information, reports, and initiatives pertaining to University strategies, rankings, and accreditations

Serves as a repository of all communication materials of the Office of the Associate Dean for Administrative and Student Services

Collates data and prepares reports pertaining to staff formation, health & wellness, etc. and submits to the Assistant to the Associate Dean for Administrative and Student Services for review and endorsement

Coordinates with the Office of Mission and Identity to update and/or submit reports on MI-related programs

Coordinates with the University Physician’s Office and/or Higher Education Clinic on protocols related to employees and students’ health and wellness

Coordinates with Campus Security and Mobility Office on campus security and safety protocols

Coordinates with Graduate School of Business sub-offices, Finance and Treasurer/Central Accounting Office and Central Purchasing Office on inventory and/or disposal of office equipment and furniture

II. Financial Management Support

Keeps financial records and expense accounts of the Office to ensure that all financial documents are properly accounted for

Works closely with the Assistant to the Associate Dean in preparing the budget proposal of the Graduate School of Business, and provides information in drafting budget reports (e.g. supplies and expenses, new equipment, minor and major improvement, etc.)

Prepares and processes all financial-related documents (e.g. order for checks, reimbursements, liquidation reports, petty cash vouchers, etc.) for approval by the ADASS and submission to the Central Accounting Office

Assists in monitoring collection activities of Graduate School of Business

III. Records Management Support

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 and facilitates disposal of old files and records according to University guidelines

IV. Human Resource Matters Support

Facilitates the routing and submission of HR-related documents to Office of Human Resource Management and Organization Development (e.g. hiring justifications, Terms of References, etc.) and conducts follows throughs as needed

Provides support in filling in of vacancies in the School through:

Provides administrative support in the implementation of the developmental plans for employees under the Graduate School of Business

V. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative.

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 one (1) to three (3) years of relevant work experience