Administrative Assistant (Office of Associate Dean)  

Summary of Work Activities and Responsibilities

Under the supervision of the Associate Dean for Student Affairs (ADSA), the Administrative
Assistant VI provides administrative and secretarial support in the day-to-day operations of the
office.

Main Duties and Responsibilities
I. Secretarial and Administrative Support

• Serves as the Office’s primary receptionist and attends to inquiries, requests, and documents 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
• Oversees and manages the calendar, meeting, and appointment schedules of the ADSA
• Coordinates travel arrangements and reservations (e.g., booking and flight schedule, travel itinerary, etc.) of the ADSA and the section heads, when needed
• Receives and records Office correspondences and communication materials and carries out appropriate actions

• Drafts letters, announcements, and correspondences of the office for review and
approval of the ADSA
• Handles coordination and logistical support requirements for meetings, events, and
activities

• Manages reservation schedule of the OADSA Conference Room
• Updates office database and maintains files and records of correspondences, documents,
and other materials for the Office in a systematic manner and consistent with the need to
protect confidentiality and data privacy
• Assists in the review and evaluation of services provided by the OADSA

• Assists in managing Student Deputies by coordinating with the Campus Life Officer on
assignments of the Student Deputies and scheduling these assignments

II. Budget and Financial Support
• Monitors and records the Office budget and expenses and all its DCB accounts
• Processes and coordinates financial requests and evaluates them vis-à-vis the budget
allocation
• Disburses the office petty cash and prepares the monthly and annual expense reports of
the Office
• Prepares payments through e-requisitions, Order for a Check, Petty Cash Vouchers and
request for Budget Transfers, reviewing bills and other statements of account prior to
payment
• Monitors and maintains inventory of office supplies and equipment and prepares
purchase requests, as needed
• Gathers quotations from suppliers and consultants, and consolidates and drafts annual
office budgets for capitalized and non-capitalized equipment, new items, major/ minor
improvements and supplies and expenses, etc.

III. Office Supplies and Resources Support
• Oversees the monitoring, maintaining, and safekeeping office resources including the
upkeep of the office and its equipment, and coordinates job order requests for repair and maintenance as needed
• Provides support in staffing, training and development and other human resource
requirements of the Office

Knowledge, Skills and Abilities

• Basic Accounting: Ability to understand and apply basic accounting procedures and concepts in the performance of tasks
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
• Secretarial and Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
• Time Management Skills: Ability to use one’s time and resources efficiently and
  effectively

Education and Experience Requirements

• Bachelor’s degree
• At least 2 years relevant work experience
• Work experience in the University or in an academic setting, an advantage