Administrative Assistant for Digital Information and Technology Services Office  

Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant to the VP for DITS / IT Governance Head, the Administrative Assistant shall perform clerical and office management tasks in accordance with the OVP DITS mandate and guidelines and University policies and processes such as internal and external communications, finance management, logistical administration and assistance in personnel management.

Main Duties and Responsibilities

Communication

The Administrative Assistant shall be the main point person for internal and external communications of the office, specifically:

• As the first point of contact for the OVP DITS, handles inquiries received through the various communication channels including the dedicated local / mobile numbers and DITS office email.
• As the official custodian of the OVP DITS email account, sends out BlueBoard announcements and other official communications, maintains the filing system of the assigned Google Drive
• Prepares drafts of correspondence
• Disseminates information such as internal memos, office guidelines and event reminders
• Maintains the DITS Cluster page in the University Website

Finance Management Support

Assists in the processing, monitoring and reporting of office-related budget and expenses:

• Prepares year-end utilization report as reference for budget planning
• Initiates the payment processing by preparing Purchase Requisition (PR) or Request for Payment for supplies, communication, repairs and maintenance, CapEx items, miscellaneous expenses, staff development and others.
• Regularly updates the expense trackers
• Handles the petty cash of the office from request, routing for approval, utilization and liquidation
• Prepares other financial reports and summaries, as needed

Office Operations and Clerical Support

As overall coordinator for office operations, provides administrative support for office management functions, specifically:

• Prepares logistical requirements for meetings, staff development and other activities of the office and cluster
• Manages office supplies and equipment by maintaining the inventory, filing of requests for office equipment for repair or replacement, initiates job orders for tasks which requires the assistance of CFMO
• Assists in personnel management such as attendance monitoring, tracking of staff development activities and training
• Receives and routes documents for approval and signature of authorized personnel
• Manages the DITS Office and Cluster calendar
• Coordinates with other departments as required

Other tasks

• May be assigned to coordinate special projects
• May represent the office or cluster in committees for University-wide activities.

Performs any other duties as may be required by the position in accordance with the instructions and guidelines of the supervisor and authorized personnel.

Knowledge, Skills and Abilities:

• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
• Ability to manage tickets and records, take minutes and documentation, and keep matters confidential
• Data Analysis: Ability to organize and analyze data, prepare summaries and reports, maintain databases, and keep files secure.
• Service Orientation: Actively looking for ways to help people; Ability to relate with clients, well-pleasing, warm, patient, and respectful in dealing with people
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; Comfortable with exploring new technologies
• Organization and Prioritization of Work: Capacity to know what is more urgent and more important in a particular period given that all tasks in the office are important and urgent
• Customer Service Support: Involves leading and managing relationships to ensure desired outcomes are achieved so that the objectives are achieved.
• Ability to maintain confidentiality

Education and Experience Requirements:

• Bachelor's degree in information technology, engineering, or a related field.
• At least 5 years working experience