Administrative Assistant for the Office of the Dean  

Main Duties and Responsibilities:

I. Frontline and Administrative Support

• Serves as the receptionist and attends to inquiries and requests 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
• Receives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion
• Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner
• Serves as the main custodian for all office equipment, supplies, vehicles, and all other office resources

II. Office Management Support

• Oversees the work calendar and appointments of the Dean by coordinating the meeting schedules as approved by the Dean
• Handles the attendance monitoring of employees which includes absences, leaves and tardiness records
• Collects and summarizes relevant data gathered from meetings to support the decision-making process of the Associate Dean and Dean
• Coordinates students’ request for certificates and other documents subject for Dean’s signature and approval
• Assists the Office of the Dean and the Strategic and Quality Assurance Team in the implementation of its quality assurance and accreditation initiatives through the collection and verification of data, documentation and information dissemination
  • Coordinates with various offices in obtaining and gathering data while ensuring integrity and confidentiality at all times with the Data Protection Policy of the University
  • Disseminates information and regularly updates stakeholders on the latest reports, key performance indicators, and developments related to the University’s strategies, rankings, and accreditation standings
  • Tracks and follows up on data submission from various units to ensure timely delivery, completeness and accuracy of required information ensuring compliance with internal timelines and external accreditation deadlines
  • Assists in monitoring developments in local and international accreditation bodies such as CHED, identifying areas for process improvements

III. Logistical Support for Office Activities
• Drafts and disseminates information, marketing collaterals, memoranda, and office
communications 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

IV. Budget and Financial Support

• Assists the Dean in preparing the budget proposal of the department for the fiscal year by initially drafting the budget reports based on their financial trends and needs
• 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 Dean in compiling materials and documents required for submission during the budget season

V. Performs other work-related tasks as may be required by the immediate
supervisor and authorized representative

Knowledge, Skills, and Abilities:

• Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, office budget and expenses, etc.
• Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas
• Service Orientation: Actively looking for ways to help people
• Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and possesses basic skills in managing websites, contributing to online presence, creating presentations and content management
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate time
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details

Education and Experience Requirements:

• Bachelor’s Degree
• With at least 3 years of relevant clerical work experience