Administrative Assistant

Summary Of Work Activities And Responsibilities

To provide administrative and secretarial assistance and other support services required by the assigned office, observing appropriate confidentiality and discretion in handling restricted information.

Main Duties and Responsibilities

I. Frontline and Secretarial Functions

• Manages the appointments and schedules of the Office Head and arranges the necessary logistical requirements.
• Coordinates with various offices and external stakeholders for the achievement of the office’s mandates.
• Arranges the logistical requirements such as venue, transportation, meals, equipment, souvenirs, etc, depending on what is needed for the meeting/event.
• Takes minutes of the meetings/proceedings, as needed.
• Attends to queries and guests and in a prompt, polite and efficient manner.
• Prepares templated memos, appointment letters, and other communication needed by the Office Head.
• Monitors the cyclical schedules of the Cluster and the University and ensures that all expected processes are attended to on time by the different members of the Cluster.
• Attends to the logistical requirements of the standing and adhoc committees of the Office Head, as instructed by the Committee Chairs.
• Monitors the terms of the members of the Office Head’s committees, including the administrative appointment of faculty members, and reminds the Office Head when a new search and appointment process has to take place.
  

II. Document Management

• Where appropriate, conducts initial reviews of documents submitted to the Office Head and makes necessary recommendations.
• Assists in the preparation and filing of copies of outgoing correspondences; Properly logs incoming correspondences and ensures that they are addressed in a prompt and efficient manner.
• Coordinates proposed agreements to be reviewed by the necessary parties and by the appointed university lawyer, including the signing of these documents and sending and retaining copies of the original document as required. This will include ensuring that contractual agreements of the office are monitored and attended to.
• Updates Office database and maintains files and records of correspondences, documents and other materials for the Office Head in a systematic manner and consistent with the need to protect confidentiality and data privacy. This may include Office and personnel records.
• Properly disposes old files and records according to University and Office guidelines.
  
  

III. Finance Management Support

• Maintains and tracks the unit’s financial resources, monitoring the expenses vis-à-vis the budget of the Office.
• Maintain expenses, primarily through the preparation of documents required for accounting according to University guidelines.
• Coordinates the timely submission of billings and prepared Orders for a Check to process payments.
• Processes reimbursement and liquidation reports.
• Ensures that all financial documents submitted by the schools to the Office Headd for signature are properly supported.
  
  

IV. Office Management Support

• Oversees the general upkeep of the Office, ensuring that necessary repairs are coordinated, and periodic general clearing are scheduled, among others.
• Maintains and monitors use of office supplies/resources and ensures that these are replenished as required and used in an optimal and cost-effective manner (this includes gifts/souvenir items sponsored by the Office).
  
  

V. Performs other duties as may be reasonable assigned by the immediate

supervisor, and authorized representatives.

Minimum Qualifications

Knowledge, Skills and Abilities:

• General office management skills
• Interpersonal, networking and partnering skills
• Coordination skills
• Basic financial skills (budgeting)
• Basic project management skills
• Decision making, critical thinking
• Written business communication skills
• Records management
  
  

Education And Experience Requirements

• College graduate in any management course
• At least 5 years working experience in a related capacity

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