Administrative Assistant IV | Ateneo Graduate School of Business Center for Continuing Education  

Summary of Work Activities and Responsibilities:

The Administrative Assistant IV provides frontline, administrative, logistical, and office management support for the day-to-day operations of the Center.

Main Duties and Responsibilities:

I. Frontline and Administrative Support

• Attends to all incoming mail and outgoing official communication and packages of the CCE.
  • Sorts, records, and organizes packages based on set categories and instructions.
  • Ensures that all the documents are properly distributed and treated with utmost confidentiality.
  • Encodes, sorts, and files documents in an organized manner, as may be assigned.
• Coordinates the delivery and pick up of materials (e.g., documents, parcels, payments, and other office items) as per job order, on-campus and off-campus, including to partner institutions/individuals.
  • Prepares materials for routing and sorts them according to the delivery instructions.
  • Maintains communications with senders and recipients.
  • Obtains signatures and receives copies and records information to received and delivered materials.
  • Observe required special procedures in handling deliveries of confidential documents and payments.
  • Maintains an accurate record of daily activities (e.g., a summary of tasks, delivery receipts, JRS and Consignia, etc.).
• Conducts weekly inventory of pantry and office supplies for stock replenishment.
  • Canvasses potential suppliers for office supplies, and provides recommendations for purchases based on data gathered (e.g., previous costs, supplier prices, etc.) in coordination with the Central Purchasing Office.
• Coordinates and attends to the logistical requirements of CCE-sponsored activities and events (e.g. Eucharistic masses, First Friday Mass, Ash Wednesday Mass, gatherings, etc.).
  • Disseminates information about the events through the website, email, and/or print channels, and addresses inquiries accordingly.
  • Prepares materials/equipment, reserves venues, secures participation, and arranges food catering and transportation requirements
  • Tracks event attendance and prepares detailed reports on financial expenses and budget utilization.

II. Budget and Financial Support

• Supports the Collections and Finance team in delivering Statement of Accounts (SOA) and collecting payments.
  • Checks the SOAs/Official Receipts (OR) for delivery including all needed attachments (e.g., COA/Goods Receipt/P.O. labeling), following a checklist.
  • Arranges with courier service the dispatch and pickup of materials to and from clients.
  • Collects check payments from clients.
  • Deposits collected checks, emails deposit slips to the Bursar, and updates internal records/monitoring lists accordingly.
  • Assists in scanning, renaming, uploading ORs, and updates and files internal records in an organized manner (e.g., bills payment, CAS SOA monitoring).
  • Assists in responding to SOA, OR, and payment collection queries.
• Manages, submits, and tracks financial reports, liquidation reports, reimbursements, financial status, and expense monitoring ensuring all receipts and documentation are accurately recorded, matched, and filed before submission to the Central Accounting Office.
  • Liquidation of course-related expenses by sorting and pasting the ORs accordingly for submission to CAO.
• Maintains and securely stores the financial records of office transactions.

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

Knowledge, Skills, and Abilities:

• Bookkeeping: Knowledge basic Accounting principles, accurately tracking expense, monitoring cost.
• Purchasing and Inventory Process: Knowledge of procurement and inventory process. Ability to canvas and analyze most cost-efficient materials, analyzing price comparisons vis à-vis value for money.
• Organization Skills and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes and multiple tasks, according to importance and urgency; exhibits keen attention to detail and ensures tasks are completed in a timely manner.
• Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, office budget and expenses, etc.
• Records Management: Ability to systematically organize, store, update, and protect Office and staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover.
• Logistical Coordination: Ability to ensure smooth execution of events and activities by managing logistics effectively.
• Time Management Skills: Ability to effectively manage multiple tasks and meet deadlines within specified time frames.
• Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and possesses basic skills in managing websites, contributing to online presence, creating presentations and content management.
• Data Entry and Management Skills: Proficiency in encoding and updating tracking systems accurately.
• Problem Solving Skills: Ability to address and resolve any issue/s related to purchasing or logistics.
• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate time.
• Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas.
• Service Orientation: Actively looking for ways to help people.
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment

Education and Experience Requirements:

• Graduate of any Bachelor’s Degree
• With at least 2 years of relevant clerical work experience