Administrative Assistant | University Business Affairs Office  

I. Frontline and Office Management 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
● Receives and records Office correspondences and communication
materials and carries out appropriate actions

• Collates and organizes incoming correspondences and requests addressed to the Director
• Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed

● Handles coordination and logistical support requirements for meetings,
events, and activities

• Prepares materials, reserves venues, and orders food for meetings
• Coordinates arrangements with the Campus Safety and Mobility Office for guests of the Office (e.g. parking slots, entry, egress, etc.)
• Takes minutes of meetings

● Updates office database and maintains files and records of correspondences, documents and other materials
● Maintains pertinent files and records (e.g. disbursements, contracts, purchase requisitions, agreements, etc.) and facilitates disposal of old files and records according to University guidelines
● Oversees the physical upkeep of the office, and ensures that job orders for various equipment repair and maintenance services are properly coordinated
● Ensures that office supplies and resources are replenished, properly stored, and in good working condition

• Monitors the inventory of office supplies and resources regularly
• Orders and purchases office supplies/equipment

● Prepares attendance and leave reports of UBAO employees for submission to HR for processing

II. Business Development Support
● Provides various administrative and logistical support in generating
revenues for the University (i.e. long and short term rental income from
University properties, royalties from licensing of University trademarks,
concession income, etc.)

• Prepares documents such as contracts, trademark licensing agreements, and Memorandums of Agreements for facility rentals, etc. and routes for necessary approvals
• Coordinates with various stakeholders (e.g. concessionaire coordinators, cooperative stores, suppliers, school units, etc.) and provides assistance for concerns and inquiries
• Coordinates with the Student Uniform Committees of Basic Education, and prepares purchase requisitions for school and PE uniforms

● Provides updates on the status of purchase orders, deliveries, inventories, etc.
● Attends and documents committee meetings with the different school units and clients, and provides updates

• Processes payments for retainers and other legal fees for application of University trademarks through the Central Accounting Office Payment Systems
• Coordinates with various University offices/units for logistical requirements and other arrangements for events (during facility rentals)
• Sends billing statements to clients and concessionaires and monitors collection of use of facility and concession fees and utilities
• Prepares summary reports of concessionaire income, rental revenues, and scholarship grants and submits the reports to the Director
• Manages concessionaire directory and populates the database accordingly

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

• A graduate of any Bachelor’s Degree but a degree in Management, Marketing, Accounting, or related is an advantage.
• With at least two (2) years of relevant work experience, preferrably administrative work