Administrative Assistant IV | Office of the Assistant Headmaster for Academics  

Summary of Work Activities and Responsibilities

Under the direct supervision of the Assistant Headmaster for Academics (AHA), the Administrative Assistant IV provides frontline, administrative and financial support in the day-to-day operations of the Office. The position supports the Academic Coordinators, Subject Area Coordinators, Service Coordinators of the Katigbak Educational Media Center, and Grade Level Coordinators.

Main Duties and Responsibilities
I. Administrative 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 internally and with other offices concerned
  • Records incoming and outgoing mails and documents for signature when needed.
  • Drafts correspondences such as memos, letters, and lists and submits them for review
  • Routes all documents and materials to appropriate offices and/ or personnel
• Gathers and updates information in the Ateneo Grade School Manual of Information
  • Encodes and collates information gathered from the different offices
  • Facilitates bookbinding and reproduction of the Manual of Information
• Receives, processes, and monitors requests for Conference Room reservations
• Assists in maintaining 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
  • o Updates office database, and organizes and disposes files and records (e.g., official receipts, sales invoices, delivery receipts, etc.) according to University guidelines.
• Attends to logistical requirements of Office meetings, events, and activities, such as reservation of venues, ordering of food, sending of invites to participants, etc.
• Provides administrative support the School- and University-level events, as may be necessary

II. Support to Academic Affairs
A. Magis Candidates Selection

• Coordinates with various Coordinators on the submission of nominations
• Consolidates data of students nominated for Magis classes in the different grade levels
• Computes evaluation results of nominated students using prescribed matrix
• Drafts and distributes letters of results to parents, upon approval of the Assistant Headmaster for Academics
• Organizes the Magis Orientation for selected students, taking care of all logistical preparations (e.g. venue reservations, food orders, etc.)

B. School Offerings for Advancement and Reinforcement (SOAR) and Summer
Learning Program (SLP) Support

• Receives and consolidates accomplished application forms of students and teachers
• Prepares letters, brochures, application forms, evaluation forms for students and teachers
• Prepares list of students, makes room assignments and bulletin board displays
• Monitors payment of students and coordinates with the Bursar Office for issuance of official receipts

C. Instructional Materials Support

• Receives and consolidates exam questionnaires and instructional materials from Academic Coordinators and Subject Area Coordinators, and submits to the Assistant Headmaster for Academics for approval
• Coordinates with supplier for bulk reproduction of learning packets
• Prepares and processes Purchase Requisition and payment for supplier
• Assists in the distribution of learning packets by preparing the materials and coordinating with the assigned Messenger

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

Knowledge, Skills, and Abilities

• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Application
• Service Orientation: Actively looking for ways to help people; Ability to relate with client well-pleasing, warm, patient and respectful in dealing with people
• Customer Service: Knowledge of principles and processes for providing patient services. This includes assessment, meeting quality standards for services, and evaluation.
• Administrative & Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Active Listening: Gives full attention to what other people are saying, taking time to understand the points being made, and asking questions as appropriate.
• Written and Oral Comprehension: Ability to read and listen, and be able understand information and ideas presented in writing and in spoken words and sentences.
• Attention to Detail: Being careful about detail and thorough in completing work tasks.
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details.
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions

Education and Experience Requirements

• Bachelor’s Degree graduate
• At least 3 years of relevant work experience