Administrative and Operations Assistant VI  

Main Duties and Responsibilities:

I. Frontline Duties and Administrative Support

• Attends to office communications (incoming and outgoing) letters, memos, mails, emails
  • Manages all incoming and outgoing communications, including drafting and distributing documents, maintaining records, and addressing inquiries, while ensuring confidentiality and efficient information flow.
• Disseminates relevant University announcements to employees under LCBA
• Oversees and manages the calendar, meetings, and appointment schedules of the Institute Director
• Oversees all coordination and logistical support for events and meetings, encompassing everything from venue setup and guest arrangements to HR-related processes and attendance management.

II. Facilities, Supplies and Equipment Management Support

• Oversees the physical upkeep of non-kitchen facilities, equipment and other assets and coordinates job order requests with the Central Facilities Management Office (CFMO) for repair and maintenance
• Ensures that non-kitchen supplies and equipment and resources are replenished, properly stored, secured and in good working condition
  • Manages inventory, oversees procurement of dining, office, and student supplies (uniforms, tool kits) by coordinating with various departments and external suppliers, and handles payment recording and import tax exemptions.
• Maintains an established process on room/facilities reservations (except kitchens), and ensures its implementation
  • Coordinates classroom reservations for joint programs and informs relevant offices about required permits for facility use during events.
• Coordinates with third-party personnel for schedule of cleaning of non-kitchen facilities, and monitors timely delivery of required services
• Assists the Institute Director in the planning and implementation of Environmental Sustainability, Occupational Safety and Health and Food Safety and Sanitation programs and practices in the Institute (coordination with CSMO)
  • Coordinates with CSMO in ensuring that safety protocols and security processes to protect the Institute are in place and are followed

III. Financial Management Support

• Monitors and tracks the expenses, and prepares reports vis-à-vis the approved budget of LCBA
• Works closely with the Institute Director in preparing the budget proposal of LCBA for the fiscal year, and initially drafts the budget reports (e.g. supplies and expenses, new equipment, minor and major improvement, etc.) based on the financial trends and needs
• Keeps financial records and expense accounts of LCBA to ensure that all financial documents are properly accounted for
  • Coordinates with Finance and Treasurer Cluster for budget-related requests and concerns o Maintains ledgers for operational and DCB accounts of LCBA to track running balances in real time
• Prepares and processes all financial-related transactions (e.g. purchase requests, disbursements, liquidations, reimbursements etc.) with the approval of the Institute Director

IV. Operational Support

• Verifies and validates financial transactions, including invoices, receipts, and ingredient purchases against lesson plans, while also monitoring market prices and sourcing suppliers.

• Manages petty cash, overseeing releases and reimbursements to ensure sufficient funds for operational needs.

V. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative.

Knowledge, Skills, and Abilities:

• Technological Savvy: Ability to utizlize information technology and computer and internet systems to accomplish tasks
• 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
• Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.
• Communication Skills: Excellent written and verbal communication skills; Excellent writing and copy-editing abilities; Ability to understand and write basic communication plans and strategies
• Records Management: Ability to systematically organize, store, update, and protect records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Interpersonal Skills: Ability to work and relate with teams; Comfortable with communicating/dealing with big groups and the public
• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
• Negotiation Skills: Ability to handle concerns and negotiate with clients to maintain Partnerships
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
• Critical Thinking and Problem Solving: Ability to identify an issue or problem, framing it as a specific question to get into the root of the problem, and evaluating information relevant to the question, then integrating information to develop a solution
• Time Management Skills: Ability to use one’s time and resources efficiently and effectively

Education and Experience Requirements

• Bachelor’s Degree graduate in HRM, Culinary Management, Business Administration, Management, Communications or related fields
• At least two (2) to three (3) years of related work experience