Administrative Assistant | Office of the Assistant Vice President for Undergraduate Education  

**full jd will be sent to shortlisted candidates

Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant Vice President for Undergraduate Education, the Administrative Assistant provides frontline, secretarial, administrative, logistical, and general office management support. This position also provides support on budget and finance management.

I. Essential Duties and Responsibilities

A. Frontline and Secretarial Functions

• Attends to visitors, calls, and messages to and from the Office of the AVP-Ued
• Monitors the work calendar of the AVP-UEd, reminding those concerned of deadlines and targets, and coordinating appointments and activity schedules
• Coordinates the calendar of activities of the various offices that report to the AVP-UEd
• Arranges and confirms appointments of the AVP-UEd as requested by students, parents, faculty, department chairs, etc. regarding academic concerns and other inquiries
• Schedules appointments for students called by the AVP-UED
• Manages logistical arrangements for meetings and in-house or off-site activities (e.g., deliberation meetings on bridging students, office R&R, team-building activities, Office planning, spiritual activities, etc.)
• Preparation of office memos and correspondence
• Coordinates with relevant offices for the dissemination of various letters and memos from the AVP-UEd
• Maintains the Office Bulletin Board and arranges for the online posting of information regarding academic matters (e.g., announcements on the Student Blueboard, email blasts, etc.
• Develops and maintains the Office micro site
• Updates the office page on the ADMU website

B. Graduation-Related Responsibilities

• Coordinates with the academic regalia provider and the Office of the VPHE for the academic gowns to be used by faculty and students during academic convocation and commencement exercises
• Takes charge of the preparation and distribution of graduation invitations and memos to the graduating students

C. Records Management

• Maintains and safeguards a consistent office filing system
• Maintains and safeguards files of currently enrolled undergraduate students, ensuring records are tracked and organized

D. Reports and Publications

• Copy edits and proofreads reports prior to publication
• Obtains necessary data and summarizes information gathered for the AVP-UEd’s reference

E. Inter-Office Coordination

• Assists the AVP-UEd in coordinating the responsibilities and activities of the offices under the Undergraduate Sub-Cluster: Office of Curriculum Development and Integration, Office of Admission and Aid, Office of Student Affairs and Services

F. Support for Planning and Evaluation

• Provides logistical support for the regular planning activities of the Undergraduate Education Sub-Cluster
• Monitors the accomplishment of cluster-wide goals and performance indicators

III. Fiscal Duties and Responsibilities

• Collates the yearly budget requests for new equipment, major and minor improvements, and office supplies and expenses
• Processes and coordinates financial requests of the Office, evaluating them vis-à-vis the budget allocation

C. Checks and confirms bills and other statements of account before payment

D. Prepares Order for a Check, Petty Cash Vouchers, and requests for Budget Transfers

III. Performs other functions as may be assigned by the AVP-UEd

Knowledge, Skills and Abilities:

• Must have good interpersonal skills
• Proficient in Microsoft Office applications, particularly Excel
• Proficient in Google Workspace apps (e.g., Gdocs, Gsheets, Gforms, etc.) and other
• collaboration tools
• Proficient in video conferencing
• Good oral and written communication skills
• Good command of both English and Filipino
• Must be hardworking, systematic and able to cope well with tight deadlines and significant pressure
• Ensures confidentiality of information
• Has initiative and can work with minimum supervision

Education and Experience Requirements:

• Graduate of a 4-year course with at least 3 years work experience in an office setting
• Previous work experience in the Ateneo de Manila or familiarity with the Ateneo de Manila educational system is an advantage