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Administrative Assistant V | School of Humanities
Ateneo de Manila University
- Quezon City, PhilippinesKatipunan Loyola Heights, Quezon City, Metro Manila, PhilippinesQuezon CityMetro ManilaPhilippinesPhilippines
- Full timeFULL_TIME
Posted 6 days ago and deadline of application is on 29 Jul
Recruiter was hiring a day ago
2024-07-01T00:21:54.288751+00:002024-07-29T16:00:00+00:00Job Description
Summary of Work Activities and Responsibilities:
Under the supervision of the Dean and the Assistant to the Dean of the School of Humanities of the Loyola Schools, the Administrative Assistant V provides secretarial, logistical, documentation and budget monitoring responsibilities in the day- to-day operations of the office.
Main Duties and Responsibilities:
I. Frontline Support
- Acts as the receptionist of the Office of the Dean in receiving visitors (internal and external) and directing them to the proper person/office concerned
- Handles incoming and outgoing documents of the office
- Manages the flow of incoming telephone calls and visitors
- Sends and Logs fax message
- Administrative and Secretarial Support
- Assists in receiving and screening documents for faculty (full-time/part-time), visiting professor
- Prepares the summary of Application for Short-term Leaves of Faculty
- Assists in the preparation of Summary of Waivers of Faculty and list of names of SOH Faculty for Christmas gifts
- Provides logistical support during faculty evaluation as needed (preparation of letters to evaluators, preparation of evaluation forms, etc.)
- Assists in disseminating information regarding deadlines, follow up about faculty matters, meetings, etc.
- Handles reservation of Natividad Galang Fajardo Conference Room and 6 Consultation rooms
- Files and safekeeps confidential matters/documents of the Office
- Helps oversee posting of materials of the SOH lobby monitor
- Monitors proper use and safekeeping of office equipment and supplies
- Budget and Financial Support
- Provides support in the preparation of yearly budget request for the office supplies, new equipment, minor and major office improvements and new positions for faculty
- Assists in monitoring Office Budget and DCB Account of the Office.
- Keeps financial records and expenses account of the office
- Prepares monthly and annual budget summary expenses
- Prepares Order for a Check, Petty Cash Vouchers and request for Budget Transfers, Liquidation and reimbursement reports
- Oversees in maintaining sufficient stock of office supplies
IV. Events Support
- Provides logistical support in various school events ( Vivan Las Humanidades SOH Awarding of Minors, Open House, Merits Scholars, Director’s List, Loyola Schools Awards for the Arts, Horacio dela Costa Lecture Series, Magpakatao Lecture, Junior Term Abroad, etc.)
- Assists in sending communication with the staff and contact persons from other schools and suppliers with regard to logistical requirements of various events and activities.
- Takes photos and videos of events for documentation purposes
Minimum Qualifications
Knowledge, Skills and Abilities:
- Skills in managing and keeping track of important data regarding faculty and students
- Skills in safeguarding confidential files and personal records of the office files
- Skills in building rapport among faculty members, students, staff, and visitors
- Good interpersonal Skills
- Good communication skills
- Proficient in MS Office applications
Education and Experience Requirements:
- Bachelor’s degree
- With at least 2 years of experience working in the Academe
Jobs Summary
- Job Level
- Entry Level / Junior, Apprentice
- Job Category
- Education and Training
- Educational Requirement
- Bachelor's degree graduate
- Recruiter response to application
- Sometimes
- Office Address
- Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
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