Administrative Assistant for Academic Affairs  

Summary of Work Activities and Responsibilities:
The Administrative Assistant VI provides frontline, administrative, financial and logistical
support for the day-to-day operations and academic-related matters of the Office of the
Associate Dean for Academic Affairs (ADAA).

Main Duties and Responsibilities:
I. Frontline and Administrative Support

• Attends to inquiries and requests from stakeholders and visitors from various communication channels and coordinates the flow of information internally and with other offices concerned
• Receives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion
• Prepares, makes and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner
• Assists in the upkeep of all office equipment and rooms, resources, publications, supplies, and all faculty documents
• Monitors availability of parking slots and prepares car passes/stickers for faculty

II. Office Management Support

• Assists the ADAA in preparing presentations and reports by gathering and organizing data, materials, and relevant information from various sources
• Provides support to the Standards Committee by organizing meetings, preparing agendas, recording minutes, and coordinating communications between committee members
• Assists the Admissions Committee in the evaluation of transcripts of new students to determine compliance with admissions requirements

III. Faculty Support

• Coordinates the schedule of classes based on faculty loading and availability
• Assists in assigning classrooms to the core and elective subjects by reviewing the faculty’s availability/schedules and course schedules vis-à-vis classroom availability
• Reproduces, collates, and binds class reference materials for distribution to students or for faculty use
• Communicates class schedules, announcements, and important deadlines to students to ensure accurate and up-to-date class schedules are disseminated through appropriate channels
• Ensures timely submission of grades by following up with faculty, by regularly checking for pending submissions and sending reminders before deadlines
• Administers and encodes faculty evaluations by distributing evaluation forms or providing access to digital platforms

IV. Logistical Support for Office Activities

• Disseminates information and marketing collaterals about the school’s programs 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
• Prepares and monitors regular and timely submission of beadle sheets
• Assists in the administration of exams

V. Budget and Financial Support

• Drafts, submits, and tracks financial reports, including petty cash funds, liquidation reports, reimbursements, financial status, and expense monitoring vis-à-vis the approved office budget
• Maintains and securely stores the financial records of office transactions
• Assists the Office in compiling materials and documents required for submission during the budget season

Education and Experience Requirements:
• Graduate of any Bachelor’s Degree
• With at least 2 years of relevant clerical work experience in an academe
• Familiarity with the Ateneo de Manila educational system is an advantage