Administrative Assistant | School of Humanities  

Summary of Work Activities and Responsibilities:

The Administrative Assistant IV provides administrative and clerical assistance in the day-today operations of the Office of the Dean of the School of Humanities (SOH).

Main Duties and Responsibilities:

I. Frontline and Administrative Support

• Acts as the receptionist and 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 while observing appropriate confidentiality and discretion

• Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner

• Serves as the main custodian for all office equipment, resources, publications, supplies, and all office documents; including handling of reservations for the Natividad Galang Conference Room and Consultation rooms

II. Office Management Support

• Assists the Assistant of the Dean in processing the hiring and renewal of faculty by contacting departments to remind them of upcoming deadlines, collecting necessary documentation, coordinating interviews, and ensuring that all paperwork is completed accurately and submitted on time to facilitate a smooth hiring process.
• Handles the upkeep of faculty evaluation files by organizing records and, as needed, assists in the evaluation process such as collection of documents etc.
• Inputs faculty names for Summary of: (1) Application for Short-term Leaves, ensuring accurate tracking and timely processing of leave requests; (2) Waiver forms; and (3) Thesis/Dissertation/Capstone Project Advisers and Style Readers Report

III. 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

IV. Budget and Financial Support

• Assists the Assistant to the Dean in preparing the budget proposal of the department for the fiscal year by initially drafting the budget reports based on their financial trends and needs
• Manages, 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 Dean's Office in compiling materials and documents required for submission during the budget season

V. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Administrative Support: Manage clerical procedures, communications, and office budgets.

Communication: Excellent oral and written communicator.

Records Management: Systematically organize and protect records.

Customer Service: Responsive and attentive to client needs.

Active Listening: Attentive listener, skilled at clarifying information.

Adaptability: Adapts to fast-paced, changing environments.

Planning & Organization: Strategic planner and efficient resource manager.

Technological Savvy: Proficient in Microsoft Office and internet applications.

Time Management: Manages tasks effectively under pressure.

Proactivity & Innovation: Autonomous, takes initiative for improvement.

Work Prioritization: Detail-oriented, plans and coordinates outcomes based on urgency.

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