Summary of Work Activities and Responsibilities:
Under the supervision of the Director, the Administrative Assistant provides frontline, secretarial, administrative, logistical, and general office management support. S/he also coordinates and liaises with third party service providers and ensures that confidentiality & discretion in handling restricted information and personal data are observed.
Main Duties and Responsibilities
1*. Secretarial and Administrative Support*
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- Oversees and manages the calendar, meeting, and appointment schedules of the Director
- Handles coordination and logistical support requirements for meetings, events, and activities including those headed by the Director and/or its other administrators
- Assists in preparing data requirements, translating findings into briefs/reports, and submitting reports
- Contributes to efforts in communicating and promoting to various stakeholders vital and up-to-date information, reports, and initiatives in support to offices or committees looking into University strategies, rankings, and accreditations
- Takes minutes of meetings to document significant and important points
- Drafts letters, announcements, and correspondences of the office for review and approval of the Director
- 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
- Coordinates arrangements for VIPs and guests of the office with the security office (e.g. parking slots, entry, and egress, etc.)
- Serves as point person and attends to inquiries
2. Office Management and Facilities Support
- Acts as attendance custodian of the Office
- Summarizes and prepares monthly attendance report (e.g. absences, leaves, tardiness)
- Monitors attendance and follows-up submission/filing of leave forms
- Monitors the inventory of office supplies and resources regularly to ensure that these are replenished, properly stored, and in good working condition
- Oversees the physical upkeep of the office and ensures that necessary repairs are coordinated
3. Communication and Information Dissemination Support
- Drafts content, press releases, feature articles, and/or write-ups for the Office, as a way to encourage, involve, and showcase the University’s strategies, rankings, and accreditations
- Recommends design, layout, and content for the Office’s collaterals (e.g., brochures, invitation cards, posters, bulletin), whether print or digital, based on the intended communication strategy
- Coordinates with UMCO for posting of articles and write-ups
- Serves as repository of all SQMO communication materials
4. Records Management Support
- Receives, files, and safeguards Office records, mails, facsimile messages, and other communication materials
- Records incoming and outgoing mails and documents for signature when needed
- Assists in gathering and preparing data and drafts reports needed by the Director
- Assists in preparing, collating, and distributing documents needed for meetings
- Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner
- 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
- Disposes old files and records according to University and Office guidelines
5. Financial and Accounting Support
- Maintains and tracks the Office’s financial resources by monitoring the expenses vis-à-vis the budget of the Office
- Coordinates with Finance and Treasurer Cluster for budget requests and considerations needed by the Office
- Maintains ledgers for operational and DCB accounts of the Office where expenses or income are logged to track running balances in real time
- Drafts and monitors the Office’s operating budget excluding salaries and fringe benefits
- Prepares and consolidates requirements for the annual budget for review and approval of the Director
- Prepares and processes financial documents for endorsement by the Direcor and for submission to the Central Accounting Office (CAO)
- Order for checks
- Reimbursement and liquidation request
- Petty cash voucher
- Requisition form
- Budget realignment
- Coordinates timely submission and processing of billings and payment with the CAO and arranges bank deposits and encashment, as needed
- Keeps financial records and expense accounts of the office to ensure that all financial documents are properly supported.
- Processes and documents payments for telecommunications and digital services providers
- Prepares monthly summary of accounts and subscriptions that serve as attachments for the billing
6. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative.
Knowledge, Skills and Abilities:
- Knowledge of office management systems and procedures
- Basic Accounting and Financial Management skills
- Proficient in MS Office applications
- Knowledge and skills in records management and safeguarding confidential records
- Excellent organizational, planning, and time management skills
- Good interpersonal, networking, and partnering skills
- Strong attention to details
- Good oral and written communication skills
Education and Experience Requirements:
- Bachelor’s degree
- With at least 1 to 3 years of relevant work experience
Job Type: Full-time
Schedule:
- Day shift
- Monday to Friday
- Weekends
Ability to commute/relocate:
- Quezon City: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- (ANSWER IS REQUIRED) Are you amenable to work Saturday shifts (Work Setup is to be discussed, but must be willing to go onsite on Saturdays if required)?
- (ANSWER IS REQUIRED) Are you amenable to a majorly onsite work set up? (We have 1.5 days WFH in a week, but this is subject to change)
Experience:
- Data analysis skills: 1 year (Required)
- Accounting/Finance: 1 year (Required)
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