Administrative Assistant | Strategy and Quality Management Office  

Summary of Work Activities and Responsibilities:

Under the supervision of the Director, the Administrative Assistant provides frontline, secretarial, administrative, logistical, and general office management support. S/he also coordinates and liaises with third party service providers and ensures that confidentiality & discretion in handling restricted information and personal data are observed.

Main Duties and Responsibilities:

1. Secretarial and Administrative Support

• Oversees and manages the calendar, meeting, and appointment schedules of the Director
• Handles coordination and logistical support requirements for meetings, events, and activities including those headed by the Director and/or its other administrators
• Assists in preparing data requirements, translating findings into briefs/reports, and submitting reports
• Contributes to efforts in communicating and promoting to various stakeholders vital and up-to-date information, reports, and initiatives in support to offices or committees looking into University strategies, rankings, and accreditations
• Takes minutes of meetings to document significant and important points
• Drafts letters, announcements, and correspondences of the office for review and approval of the Director
• Attends to inquiries and requests from stakeholders and visitors from various communication channels

2. Office Management and Facilities Support

• Acts as attendance custodian of the Office
• Summarizes and prepares monthly attendance report
• Monitors attendance and follows-up submission/filing of leave forms
• Monitors the inventory of office supplies and resources regularly

3. Communication and Information Dissemination Support

• Drafts content, press releases, feature articles, and/or write-ups for the Office, as a way to encourage, involve, and showcase the University’s strategies, rankings, and accreditations
• Recommends design, layout, and content for the Office’s collaterals whether print or digital, based on the intended communication strategy
• Coordinates with UMCO for posting of articles and write-ups
• Serves as repository of all SQMO communication materials

4. Records Management Support

• Receives, files, and safeguards Office records, mails, facsimile messages, and other communication materials
• Records incoming and outgoing mails and documents for signature when needed
• Assists in gathering and preparing data and drafts reports needed by the Director
• Assists in preparing, collating, and distributing documents needed for meetings
• 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
• Updates office database and maintains files and records of correspondences, documents and other materials for the Office in a systematic manner and consistent with the need to protect confidentiality and data privacy

5. Financial and Accounting Support

• Maintains and tracks the Office’s financial resources by monitoring the expenses vis-à-vis the budget of the Office
• Prepares and processes financial documents for endorsement by the Director and for submission to the Central Accounting Office (CAO)
• Coordinates timely submission and processing of billings and payment with the CAO and arranges bank deposits and encashment, as needed
• Keeps financial records and expense accounts of the office to ensure that all financial documents are properly supported.

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

Education and Experience Requirements:

• Bachelor’s degree
• With at least 1 to 3 years of relevant work experience

Knowledge, Skills, and Abilities:

• Knowledge of office management systems and procedures
• Basic Accounting and Financial Management skills
• Proficient in MS Office applications
• Knowledge and skills in records management and safeguarding confidential records
• Excellent organizational, planning, and time management skills
• Good interpersonal, networking, and partnering skills
• Strong attention to details
• Good oral and written communication skills