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.

Ateneo de Manila University

Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant to the Director for Operations, the Residential Operations Assistant attends to the reservation and admission of potential residents and transients, handles their check-in and out, serves as front-desk support, and assists with the general upkeep of the rooms.

Main Duties and Responsibilities:

I. URH Reservations, Applications, and Admissions Management

<ul>
	<li>Assists with queries of potential residents and transients and monitors the various communication channels of URH</li>
	<li>Processes reservations of URH rooms and facilities
	<ul>
		<li>Prepares the reservation forms and receives and processes dorm reservation and application, ensuring all necessary documents are in order</li>
		<li>Assists in the review of previous residents’ files for any concerns and flags them to the Assistant to the Director for Operations for consideration</li>
		<li>Prepares the acceptance letters and dorm kits, and communicates the house rules to the incoming residents</li>
	</ul>
	</li>
	<li>Implements an organized filing system for each application, ensuring that all documents are kept confidential</li>
	<li>Updates the URH resident database and prepares present headcount report, including tagging resident students in AISIS</li>
</ul>

II. Facilities Upkeep and Maintenance

<ul>
	<li>Conducts regular inspection of common spaces and grounds maintenance, and schedules room inspection to ensure that the general upkeep of the facilities is well-maintained and that needed repairs are coordinated properly</li>
	<li>Assists in coordination of resident-related concerns with the appropriate offices and helps in the monitoring and resolution of these concerns</li>
	<li>Coordinates closely with the Housekeeping Supervisor for the URH in ensuring that a high-standard of cleanliness and over-all upkeep of the URH complex is maintained at all times</li>
	<li>Initiates job order process request for facilities and IT-related requirements, in coordination with the Senior Residential Operations Assistant</li>
</ul>

III. Room Check-in and Check-out Management

<ul>
	<li>Attends to the check-in process
	<ul>
		<li>Coordinates the clean-up of rooms with the housekeeping team and ensures that the rooms are ready for check-in</li>
		<li>Facilitates the check-in process of residents and transients and provides orientation of house rules</li>
	</ul>
	</li>
	<li>Attends to the check-out process
	<ul>
		<li>Coordinates the room check and clean-up to ensure that everything in the room is still accounted for, including the return of room keys</li>
		<li>Coordinates with the Office Assistant for Collections and Inventory Support to ensure that residents and transient guests have fully settled their bills prior to check-out</li>
	</ul>
	</li>
	<li>Monitors the appliance/s brought in and out by the residents
	<ul>
		<li>Assists the Senior Residential Operations Assistant with the residents’ submission of the Appliance Declaration Form.</li>
	</ul>
	</li>
</ul>

IV. Frontline and Office Support

<ul>
	<li style="list-style-type: none;"> </li>
	<li>Attends to inquiries of potential residents and the requests of the residents from various URH communication channels</li>
	<li>Accompanies the parents/ visitors in touring the URH facilities</li>
	<li>Manages the receipt and release of packages and documents delivered for the residents and the Office</li>
	<li>Keeps a record of the lost and found items of residents, including coordinating with the Campus Safety and Mobility Office</li>
	<li>Routes URH memos and announcements from various communication channels to the residents and transients</li>
</ul>

*Full JD may be requested

Residential Operations Assistant | University Residence Halls

Yek Yeu Merchandising, Inc is a company specializing in electrical, auxiliary,  and mechanical construction systems. We cater directly to dealers, contractors, and project developers. Our services include the supply, installation, termination, testing & commissioning, and preventive maintenance of our specialized trades which include FDAS, CCTV, ACS, BGM, BMS, Mechanical, and the like.

Yek Yeu Merchandising Inc.

<ul>
	<li>Handling incoming calls and other communications.</li>
	<li>Managing filing system.</li>
	<li>Recording information as needed.</li>
	<li>Greeting clients and visitors as needed.</li>
	<li>Updating paperwork, maintaining documents, and word processing.</li>
	<li>Helping organize and maintain office common areas.</li>
	<li>Performing general office clerk duties and errands.</li>
	<li>Organizing travel by booking accommodation and reservation needs as required.</li>
	<li>Maintaining supply inventory.</li>
	<li>Maintaining office equipment as needed.</li>
	<li>Aiding with client reception as needed.</li>
	<li>Experience as a virtual assistant.</li>
	<li>Creating, maintaining, and entering information into databases.</li>
</ul>

Office Staff Coordinator

Summary of Work Activities and Responsibilities

<ul>
	<li>Under the Supervision of the AV Services and Equipment Management Section Head, the AV Technician II monitors the implementation of AV services as well as performs AV Tasks.</li>
	<li>This position also provides AV-related services to stakeholders across all University Campuses according to the standards set for the section.</li>
</ul>

Main Duties and Responsibilities;

AV Services and Administration

<ul>
	<li>Informs the team of equipment and service requirements of stakeholders</li>
	<li>Assigns AV Assistants in his/her zone to provide service to requesting stakeholders</li>
	<li>Leads the team in arranging AV rooms and equipment and in delivering services to stakeholders.</li>
</ul>

AV Services Implementation

<ul>
	<li>Regulates the use of lecture halls,audio visual rooms. auditorium, classrooms seminar rooms assigned and all equipment therein</li>
	<li>Implemetns requests of stakeholders in preparing, setting up, and operating AV equipment. (e.g, projector, computer osund system, camera and lights)</li>
	<li>Checks room and equipment after office hours or overtime use</li>
	<li>Equipment Lending</li>
	<li>Administers, AV equipment lending by checking information in form, verifying online reservation and recording information in equipment logbook</li>
	<li>Checks equipment logbook and lists all names of faculty and students with unreturned or lapsing return dates for borrowed equipment, and forwards these to the Department of Office of Student Services for issuance of reminders</li>
	<li>Inspects condition of equipment before and after lending</li>
</ul>

Preventive Maintenance

<ul>
	<li>Instructs AV Assistant on reparing and cleaning AV equipment as needed.</li>
	<li>Cleans and repairs equipment.</li>
	<li>Knowledge, Skills and Abilities</li>
</ul>

Knowledge:

Administrative: Knowledge of administrative and office procedures and systems such as word processing, managing files and records,stenography and transcriptions

Customer and Personal Service

Mechanical

Skills:

Time Management

Management of Material Resources

Coordination

AV Technician

Summary of Work Activities and Responsibilities:

The Student Records Assistant V supports the Office’s operations by implementing a records management process for student records of the Ateneo Grade School. The position also assists in the utilization of Student Information System (SIS).

Main Duties and Responsibilities:

I. Student Records Management Support

<ul>
	<li>Ensures digital and physical student records are properly stored, organized, and secured, in coordination with the Office of Admission and Aid (OAA)</li>
	<li>Maintains student records, ensuring regular archiving, proper tagging, and secure handling of data, in accordance with office protocols and data protection standards</li>
	<li>Implements file-naming conventions of information, documents, and data of the Office</li>
	<li>Regularly backs up digital records</li>
	<li>Handles turnover of student files to the Junior High School, Higher Education – Loyola Schools, and University Archives, ensuring that all required documentation is included and accurately transferred</li>
	<li>Prepares documents/ records for turnover, ensuring that all files are systematically categorized, clearly labeled, and easily accessible for retrieval</li>
	<li>Follows preventive measures to eliminate the risk of lost or misplaced documents, such as regular checks, clear filing procedures, and prompt reporting of any discrepancies</li>
	<li>Coordinates closely with the relevant offices/ school units to ensure smooth turnover of files</li>
</ul>

II. Student Information System Support

<ul>
	<li>Manages the Student Information System (SIS) (e.g., Edusuite) by processing user roles, configures notification templates, and ensures proper access control and other tasks related to the use of the SIS</li>
	<li>Adds necessary fields in the student profile and creates grading components and new transmutation tables, templates, and default values for academic and non-academic grading</li>
	<li>Configures the system for the upcoming academic year, ensuring all relevant information, such as courses, sections, and student data, is properly set up</li>
	<li>Facilitates the automatic promotion of students to their appropriate grade levels in the system, ensuring that their records and class assignments are updated accordingly</li>
	<li>Generates reports from the SIS, as needed</li>
	<li>Inputs newly available classrooms and facilities, ensuring accurate room allocation for scheduling/reservation and class assignments</li>
	<li>Generates class sections and compiles accurate class lists, while configuring score sheets and grading views to ensure smooth tracking and assessment of student performance</li>
	<li>Manages faculty members in the SIS, encodes their teaching assignments, and configures the appropriate settings and privileges</li>
	<li>Assists students and faculty with account activation and address queries and concerns related to account access</li>
	<li>Coordinates with Digital Information and Technology Services (DITS) cluster regarding management of password resets for students' email accounts and Microsoft 365 student accounts</li>
	<li>Serves as the main point of contact for the office in SIS-related projects, ensuring effective communication with all stakeholders and service providers (e.g. Edusuite, Student 360, etc.)</li>
	<li>Provides the necessary data for project completion (e.g. process flows, student data, etc.)</li>
	<li>Liaises between the Office and DITS regarding project requirements, logistics, timelines, etc.</li>
</ul>

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

Records Assistant

Laudato Si’ Project Staff / Administrative Assistant Tasks and Duties 
1. Budget monitoring and facilitation of Laudato Si’-related financial requests and transactions

<ul>
	<li>Helps the Laudato Si’ Coordinator keep track of / monitor the proper and judicious use of the approved Laudato Si’ budgets across the different projects and initiatives</li>
	<li>Keeps an accurate record of all incoming and outgoing Laudato Si’ financial requests and expenses</li>
	<li>Helps process financial requests and transactions for the various Laudato Si’ projects and initiatives in coordination with the different project implementers (individuals/offices in charge)</li>
	<li>Assists in reviewing all Laudato Si’ financial requests and transactions for approval of the Laudato Si’ Coordinator</li>
</ul>

2. Back-end/Secretariat Support for Laudato Si’-related meetings, events, and activities

<ul>
	<li>Helps set appointments and meetings for the Laudato Si’ Coordinator and Council</li>
	<li>Attends to the logistical preparations and needs for Laudato Si’ meetings and activities (i.e., Food orders, Venue reservations, etc.) and coordinates with other support offices as needed (e.g., CFMO)</li>
	<li>Handles documentation and preparation of minutes for Laudato Si’ meetings and discussions</li>
	<li>Keeps an organized record of all Laudato Si’ documents, files, and communications</li>
	<li>Helps the Laudato Si’ Coordinator in the preparation of needed documents, materials, and presentations (e.g Handouts, Slide Decks etc.) for meetings and other related activities</li>
</ul>

3. Assists with Communications and Public Relations (Comm and PR) for Laudato Si’

<ul>
	<li>Helps in the creation of Laudato Si’ promotional materials (e.g. videos, digital posters) for email and social media blasts, for approval of the Laudato Si Coordinator</li>
	<li>Helps in monitoring the Laudato Si’ email account and handles official announcements or responds to queries as needed, in consultation with the Laudato Si Coordinator</li>
	<li>Helps coordinate with UMCO when needed, for any Laudato Si’-related Comm and PR matters</li>
	<li>Prepares drafts of Laudato Si’ Reports (written and audio-visual)</li>
</ul>

Administrative Assistant | Laudato Si'

Main Duties and Responsibilities

 
I. Administrative and Classroom Management Support

<ul>
	<li>Serves as a liaison between students, faculty, and administrators</li>
	<li>Oversees and manages the calendar, meeting, and appointment schedules of the Satellite Campus Director</li>
	<li>Coordinates reservations and arrangements for faculty accommodation requirements</li>
	<li>Prepares and processes financial documents for submission to the Central Accounting Office (CAO) (e.g., Order for checks, reimbursement and liquidation request, petty cash voucher, requisition form, budget realignment, etc.)</li>
	<li>Monitors, liquidates, and summarizes petty cash expenditures and request for replenishment</li>
	<li>Monitors the inventory of office supplies, books, and resources regularly to ensure that these are replenished, properly stored, and in good working condition</li>
	<li>Orders and purchases office supplies/equipment and flags major item purchases for endorsement and approval of the Director</li>
	<li>Prepares summary of provisional receipts for submission to the Central Accounting Office</li>
	<li>Provides logistical support to faculty members and attends to classroom requirements (e.g., Canvas, class lists, books, etc.)</li>
	<li>Provide support in setting-up and conducting minor troubleshooting of technology and equipment (e.g., LCD projector, microphones, etc.) required for classes particularly those related to online and flex modalities of teaching and learning</li>
</ul>

II. Marketing and Admissions Support

<ul>
	<li>Assists and helps the Satellite Campus Director in promoting the Site’s programs to different establishments and nearby provinces:</li>
	<li>Attends and responds to student applicants, including telephone inquiries and walk-ins</li>
	<li>Coordinates with suppliers for production of marketing output and collaterals</li>
	<li>Distributes marketing collaterals and sets up information sessions about the MBA programs</li>
	<li>Organizes events for the local community that can build awareness on GSB and its programs</li>
	<li>Schedules meetings with prospective institutional clients as well as newspaper advertisements in the local newspaper</li>
	<li>Coordinates with the Academic Affairs Support Officer and/or the GSB Registrar’s Office on Registration and classroom management matters</li>
	<li>Disseminates admission guidelines, requirements and administrative processes to prospective students</li>
	<li>Coordinates schedule of entrance examinations and/or admission interviews</li>
	<li>Compiles documents submitted by new applicants prior to taking the entrance</li>
	<li>examination/interview and submits to the Academic Affairs Support Officer and/or the Registrar’s office in Rockwell</li>
	<li>Assists students during enrollment, issues provisional receipts for all payment transactions, and distributes receipts for tuition fees payment to students</li>
	<li>Monitors submission and ensures completeness of official documents once admitted into the program</li>
	<li>Coordinates with the Academic Affairs Support Officer and/or the Assistant to the Associate Dean for Academic Affairs on the schedule of classes and faculty assignments</li>
	<li>Requests relevant materials (e.g., modules, books, provisional receipts, registration cards, etc.) from the Makati Campus for distribution to the students</li>
	<li>Prepares reports on student enrollment for every term</li>
	<li>Maintains and updates a database of students and alumni of the Satellite Campus</li>
</ul>

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

Program Site Assistant | Clark

Summary of Work Activities and Responsibilities: 
The Department Secretary IV provides frontline, office management support, and business development support in the day-to-day operations of the Office

Main Duties and Responsibilities: 
I. Frontline Duties 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 
o Attends to office communications (incoming and outgoing) letters, memos, mails, emails 
o Records incoming and outgoing mails and documents for signature when needed 
o Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner 
• Posts announcements and memos in the Blueboard 
• Oversees the physical upkeep of the Office and coordinates job order requests for repair and maintenance 
• Maintains an established process on equipment management and ensures its implementation 
o Coordinates job order requests with Central Facilities Management Office (CFMO) for repair and maintenance 
o Conducts regular checking and inventory of equipment which includes requesting for necessary repairs 
• Assists the Department Secretary VI in processing the Department’s financial requirements by receiving, collating, and submitting documents related to financial transactions 
II. Logistical Support for Department Activities 
• Handles coordination and logistical support requirements for the trainings, seminars, 
workshops, and teambuilding/rest and recreation activities headed/organized by the Department 
o Prepares materials and kits, reserves venues, and arranges meal and transportation requirements 
o Processes venue reservations for thesis defense 
o Monitors event attendance and regularly maintains/updates the database for reporting 
o Takes Minutes of the Meetings as instructed, and submits to the Department Chair for review 
o Coordinates arrangements for guests (e.g. parking slots, entry, egress, etc.) 
• Provides logistical support/assistance in various University events such as service awards, commencement exercises, etc. as needed

III. Records and Documents Management Support 
• Updates office database and maintains files and records of correspondences, documents and other materials for the Department in a systematic manner and consistent with the need to protect confidentiality and data privacy 
• Processes and routes honorarium for Research Assistants 
• Processes and submits documents to various Offices in aspects pertaining to the following: 
o Freshman Acceptance, Classes/Subjects and Curriculum 
▪ Prepares lists of semestral schedules, subjects with or without final exam, summary of subjects offered in coordination with the Department Secretary VI, for submission to the Office of the University Registrar (OUR) 
▪ Assists in collating data for the revision of course description and submits it to the curriculum committee 
▪ Prints class lists from AISIS and distributes them to concerned faculty 
▪ Prepares acceptance letters for incoming freshmen 
o Employee Hiring and Faculty Loading 
▪ Prepares and routes Employee Requisition Forms (ERFs) for vacancies 
▪ Screens and prepares faculty teaching load form, administrative de-loading, tutorial reports and waiver of subjects in coordination with the Department Secretary VI for submission to the Office of the Dean 
 
IV. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative.

Department Secretary IV Biology

Summary of Work Activities and Responsibilities:

The department’s administrative assistant reports directly to the department head and works closely with other department’s administrators and coordinates with the department’s Teaching or Graduate Assistants for instructions related to work; delivery and expectations in daily operations and management. The position provides support for administrative concerns as well as secretarial/clerical tasks, as needed, to relieve the department head and other department administrators of routine and minor functions/responsibilities related to daily office operations and management. 
 
Administrative Support

<ul>
	<li>Entertains telephone calls, email and walk-in inquiries and relays information to concerned people accordingly.</li>
	<li>Maintains department files and documents.</li>
	<li>Handles the safekeeping of department keys.</li>
	<li>Coordinates with offices on faculty hiring, contracts, course offerings, lab fees, budget, and related matters.</li>
	<li>Coordinates with relevant offices for the maintenance, improvement, and safety of department facilities, including scheduling pest control, general cleaning, and repairs of equipment and fixtures.</li>
	<li>Drafts correspondences and reports for department head’s review/approval</li>
	<li>Assists department head and faculty with data collection, facility reservations, student notices, promotions, recruitment, and annual school events.</li>
	<li>Facilitates scheduling and implementation of course and faculty evaluations in coordination with faculty</li>
	<li>Handles reproduction and distribution of departmental and special exams while facilitating the assigning of proctors</li>
	<li>Coordinates with faculty, lab techs, and offices on student clearances, visiting professors, and guests.</li>
	<li>Schedules department, faculty/group, and student consultation meetings as requested</li>
</ul>

Faculty Support

<ul>
	<li>Assists the Undergraduate and Graduate Program Coordinators with student’s IPS or Advisement, as requested</li>
	<li>Assists all concerned faculty during online and manual registration</li>
	<li>Coordinates with the faculty in relation to schedule of classes; classrooms for special sessions and/or activities</li>
	<li>Coordinates with faculty to prepare and reproduce exams, quizzes, validation exams, and provide documents for comprehensive exams.</li>
	<li>Generates/Provides reports as requested and needed information/forms upon approval of the dept. head</li>
	<li>Facilitates submission of Thesis or Capstone Defense documents upon dept. head approval.</li>
	<li>Informs faculty of notices or instructions from the dept. head or other departments/offices.</li>
	<li>Assists faculty with class transport and fieldwork subsidy arrangements</li>
	<li>Assists with course syllabus uploads upon request</li>
	<li>Drafts certificates and reports/documents as needed</li>
</ul>

Student Support

<ul>
	<li>Assists in the processing of student’s requests</li>
	<li>Provides guidance/instructions to graduating students in relation to internal clearance; exit Letter; etc.</li>
	<li>Facilitates student requests for activities and access to ES Mini Library facilities.</li>
</ul>

Financial Support

<ul>
	<li>Processes payments, reimbursements, and budget transfers and E-Requisitions; and manages petty cash under department head's supervision.</li>
	<li>Drafts reports related to Annual Budget Requests; Minor and Major Improvement requests; Laboratory Fees; etc</li>
	<li>Monitors office supplies and other materials.</li>
	<li>Serves as liaison officer and/or provides support in relation to ES Scholarship Program and other fund-raising activities, as needed</li>
	<li>Coordinates with various offices in relation to other special/urgent dept purchases</li>
	<li>Coordinate with the Accounting Office for financial concerns</li>
</ul>

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