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Ateneo de Manila University

Temporary Administrative Assistant  

Ateneo de Manila University

 
  • Quezon City, Philippines
    Katipunan Ave, Loyola Heights, Quezon City, Metro Manila, Philippines
    Quezon City
    Metro Manila
    Philippines
    Philippines
  • ContractualCONTRACTOR

Posted a month ago and deadline of application is on 6 Jan

Recruiter was hiring 12 hours ago

2024-11-08T02:40:55.957971+00:002025-01-06T16:00:00+00:00

Job Description

Detail of Prinicpal Accountabilities and Project Deliverables
I. Secretarial and Administrative Support to the Chair
● Provides secretarial and administrative support to the Chair in the day-to-day
operations of the office
● Manages the schedules, meeting, appointment of the Chair.
● Handles incoming and outgoing calls, documents of the department
● Drafts periodic reports for Chair’s review and approval
● Assists and recommends to the Chair possible improvements in the physical upkeep
of the Department
● Facilitates and coordinates for the use facilities and equipment
● Handles the reservation of classrooms and other facilities of the department
II. Documentation and Communication
● Prepares and updates the following documents for Chair’s approval
o Advance consolidated list for hiring of part-time faculty
o Advance approval for new faculty
o Third summer leave
o Faculty consultation hours
o Waiver request
o Leave of absence
o Change of Concentration
o Validation and load revision
o Clearance
o Appointment Contracts of faculty
● Assists in processing hiring documents and pre-employment requirements for new
part-time and full-time faculty
● Prepares and processes documents for submission to the Office of the Registrar every semester
o Course offering
o Dissolved classes
o Class schedule change
o Final examination list
o Letter of request for tagging certain classes
o Validation of subjects
o List of students completing Minors
● Prepares new course proposal for approval and submission to the Office of the
Associate Dean
● Assists the Academic Adviser during advisement of undergraduate students and in
updating ips
● Manages the Office Facebook and website
● Disseminates information regarding office/Higher Education events, schedules and
deadlines
● Provides logistical support in the departmental events and
● Responds and handles inquiries on the department programs, course curriculum,
academic load of students, departments activities/events
● Receives incoming outgoing calls/memos and routes these according to content
● Safeguards and keeps confidential matters/documents in the office
● Generates annual list of students for undergraduate thesis
● Updates and maintains the database of such thesis for reference purposes
● Administrative Support for the Students
o Maintains, updates and monitors students’ files for easy retrieval
o Assists and reminds the students in their advisements
o Inputs and updates Student’s Individual Program of Study
o Prepares and updates the documents for approval of the Chair
o Reserves venues for the thesis defense of students
III. Budget and Financial Support Management Support
● Prepares and processes financial documents for endorsement by the Chair and for
submission to the Central Accounting Office
o Order for checks
o Reimbursement and liquidation request
o Petty cash voucher
o Cash advance
o Requisition form
o Budget realignment
● Keeps financial records and expense accounts of the office
● Monitors office budget and dcb accounts of the Department
IV. Logistical Support for the Events of the Department
● Provides logical and secretarial support in various events conducted by the
department
● Communicates and coordinates with stake holders and security as regards to
the logistical requirements of various events and activities
V. Performs other work-related tasks that may be assigned by supervisor.

Minimum Qualifications

Description of Education, Competencies and Experience Required
Knowledge, Skills and Abilities
● Skills in managing and keeping track of the variety and volume of data regarding faculty
and students’ records
● Basic Accounting and Financial Management skills
● Secretarial skills
● Knowledge and skills in safeguarding confidential records, files, etc.
● Good organizational skills
● Attentive to details
● Good oral and written communication skills
● Knowledgeable in Microsoft Office application
Education and Experience Requirements
● Bachelor’s degree
● Work experience in the academic setting is an advantage
● With at least years of 3 years of work experience and training

Jobs Summary

Job Level
Entry Level / Junior, Apprentice
Job Category
Administration and Coordination
Educational Requirement
Bachelor's degree graduate
Recruiter response to application
Sometimes
Office Address
Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
Industry
Higher Education / Academia
Vacancy
1 opening
Website
http://www.ateneo.edu/

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About Ateneo de Manila University

The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.

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