Office Assistant for Ethics Center & Dean's Office | Graduate School of Business  

NOTE: Job description is still subject to revision and improvements.

Summary of Work Activities and Responsibilities:

Under the direct supervision of the Executive Director of the Ethics Center and the
Assistant to the Dean, the Office Staff provides administrative, secretarial and clerical
support to the Gov. Jose B. Fernandez, Jr. Ethics Center and the AGSB Dean’s Office.

Main Duties and Responsibilities

A. Administrative and Logistical Support to the Ethics Center

• Assist in managing the daily transactions of the Ethics Center
• Serve as the assistant to the Executive Director of the Ethics Center
• Prepare and submit Annual Report to the Donor and Summary of Operations of the Ethics Center
• Manage the Ethics Center’s filing system and ensure easy retrieval of documents
• Monitor and update the Ethics Center’s list of resources, including books, other publications, and office supplies
• Assist in designing marketing collaterals for the Ethic Center’s activities
• Draft letters and memos and route correspondence to different offices or departments
• Coordinate and organize unit presentations and/or meetings, including logistics requirements for the activities e.g. venue, meals, equipment, tokens.
• Draft contracts for Independent Contractors.
• Perform all other tasks assigned by the Executive Director of the Ethics Center.

B. Budget and Finance

• Record and monitor the Ethic Center’s budget and expenditures.
• Review the Ethics Center’s ledger(s) to ensure correctness of accounting transactions and reports discrepancies, if any.
• Prepare orders for check, liquidation reports, reimbursements and cash advance requests, etc.
• Assist the Dean’s Office in collating materials for submission during budget season.

C. Administrative and Logistical Support to the Dean’s Office, QA and Marketing

• Screen requests from students and all other visitors to the Department and/or Dean’s Office.
• Liaise with other offices of ADMU.
• Assist with AGSB-organized events of DO, such as but not limited to, AGSB Faculty Conference, AGSB Staff Conference, Commencement Exercises, AGSB Lenten Pilgrimage and Retreat, fora, activation activities for MBA programs.
• Assist the Marketing Department in logistical and administrative support such as preparations of cash advance, reimbursement, liquidation and payments to vendors.
• Assist in the quality assurance and accreditation initiatives of the DO which includes but not limited to collection and processing of data, documentation, and information dissemination.
• Provide secretarial assistance for handling and distributing communications, and the DO's schedules.
• Provide support to the Dean’s various projects and initiatives
• Performs errands when necessary.
• Perform all other tasks assigned by the Dean of the AGSB or authorized representative.

Knowledge, Skills and Abilities:

• Communication – able to clearly articulate/facilitate messages to stakeholders.
• Problem Solving and Decision making – analyzes problems and comes out with possible solutions or options to resolve concerns raised by faculty or students.
• Relationship Management – establishes, develops and maintains productive relationship with both internal and external stakeholders.
• High level of organization skills- ability to plan and schedule tasks, allocate and coordinate resources, maintain clutter free workplace
• Self-starter
• Ability to relate well with different levels of people in the organization
• Good communication skills (oral and written)
• Ability to work with minimum supervision
• Proficient in use of MS Office Suite

Education and Experience Requirements:

• Bachelor’s Degree
• Minimum of two (2) years work experience