Administrative Assistant V | School of Humanities  

Summary of Work Activities and Responsibilities:

Under the supervision of the Dean and the Assistant to the Dean of the School of Humanities of the Loyola Schools, the Administrative Assistant V provides secretarial, logistical, documentation and budget monitoring responsibilities in the day- to-day operations of the office.

Main Duties and Responsibilities:

I. Frontline Support

• Acts as the receptionist of the Office of the Dean in receiving visitors (internal and external) and directing them to the proper person/office concerned
• Handles incoming and outgoing documents of the office
• Manages the flow of incoming telephone calls and visitors
• Sends and Logs fax message

1. Administrative and Secretarial Support

• Assists in receiving and screening documents for faculty (full-time/part-time), visiting professor
• Prepares the summary of Application for Short-term Leaves of Faculty
• Assists in the preparation of Summary of Waivers of Faculty and list of names of SOH Faculty for Christmas gifts
• Provides logistical support during faculty evaluation as needed (preparation of letters to evaluators, preparation of evaluation forms, etc.)
• Assists in disseminating information regarding deadlines, follow up about faculty matters, meetings, etc.
• Handles reservation of Natividad Galang Fajardo Conference Room and 6 Consultation rooms
• Files and safekeeps confidential matters/documents of the Office
• Helps oversee posting of materials of the SOH lobby monitor
• Monitors proper use and safekeeping of office equipment and supplies

1. Budget and Financial Support

• Provides support in the preparation of yearly budget request for the office supplies, new equipment, minor and major office improvements and new positions for faculty
• Assists in monitoring Office Budget and DCB Account of the Office.
• Keeps financial records and expenses account of the office
• Prepares monthly and annual budget summary expenses
• Prepares Order for a Check, Petty Cash Vouchers and request for Budget Transfers, Liquidation and reimbursement reports
• Oversees in maintaining sufficient stock of office supplies

IV. Events Support

• Provides logistical support in various school events ( Vivan Las Humanidades SOH Awarding of Minors, Open House, Merits Scholars, Director’s List, Loyola Schools Awards for the Arts, Horacio dela Costa Lecture Series, Magpakatao Lecture, Junior Term Abroad, etc.)
• Assists in sending communication with the staff and contact persons from other schools and suppliers with regard to logistical requirements of various events and activities.
• Takes photos and videos of events for documentation purposes

Knowledge, Skills and Abilities:

• Skills in managing and keeping track of important data regarding faculty and students
• Skills in safeguarding confidential files and personal records of the office files
• Skills in building rapport among faculty members, students, staff, and visitors
• Good interpersonal Skills
• Good communication skills
• Proficient in MS Office applications

Education and Experience Requirements:

• Bachelor’s degree
• With at least 2 years of experience working in the Academe