Administrative Assistant | JHS  

**full jd will be shared to shortlisted candidates

Summary of Work Activities and Responsibilities

The Administrative Assistant IV provides frontline and administrative support to the Office of the Principal.

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
• Schedules one-on-one Kamustahan sessions between Junior High School employees and the Junior High School Principal
• Receives and processes requests for permit to study and subsidies for studies

II. Logistical Support for Office and School Activities

• Disseminates information and marketing collaterals about the Office’s and School’s events and activities through the website, email, and/or print channels, and addresses inquiries accordingly
• Prepares materials, equipment, and tokens while ensuring the reservation of venues/conference rooms, catering, and transportation requirements
• Monitors event attendance and prepares detailed reports to track participant turnout and engagement
• Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments

III. Coordination Support

• Coordinates with the Office and University Office of People, Team, and Organization Development Office and Faculty Development Coordinator in implementing development programs for employees
  • Provides logistical support in the implementation of the different learning programs/initiatives, as needed
  • Processes the requests for ordering and preparing payments/liquidation for the approved budget for employee development (faculty development activities, seminars for support employees, etc.)
• Handles coordination within the School in relation to the hiring process for faculty (e.g. scheduling of interviews with the hiring committee, drafting and approval of hiring memos, etc.)
• Prepares and distributes faculty appointment contracts
  • Coordinates with the Human ResourceUniversitys Operations Shared Services Office on the implementation of additional compensation for faculty with administrative appointments, special assignments, or moderatorships
• Coordinates with Human ResourceUniversitys Operations Shared Services Office regarding faculty loading, faculty overload/substitution pay
• Serves as the School’s attendance custodian by consolidating, recording, and sending the signed Daily Time Records of employees to the Human ResourceUniversitys Operations Shared Services Office
• Receives, processes, and forwards employee clearances to Human ResourceUniversitys Operations Shared Services Office

IV. Records Management Support

• Maintains records of training and seminars attended and ledger of expenses related to training and development of employees
• Prepares documents for the year-end calibration of performance rating of faculty members
• Assists in the preparation, distribution, collation, data gathering, and filing of documents concerning the year-end, mid-year, renewal and non-renewal evaluation of faculty members
• Assists in monitoring the initial rank and promotion of faculty
• Maintains and updates the roster of employees, ensuring accurate and up-to-date information for effective workforce management

V. Performs other work-related tasks as may be required by the immediate supervisor and 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:

• Bachelors Degree graduate
• With at least one year of relevant work experience