The Administrative Assistant VI provides secretarial, administrative, and financial support to the day-to-day operations of the Office.
Main Duties and Responsibilities
I. Frontline and Administrative Support
- Handles inquiries and requests from stakeholders and visitors across multiple communication channels and coordinates information flow with concerned offices.
- Receives, records, and processes office correspondence and communication materials.
- Provides coordination and logistical support for meetings, events, and activities.
- Assists in communicating and promoting relevant university information, reports, and initiatives related to institutional strategies, rankings, and accreditations.
- Maintains the repository of official communication materials of the Office of the Associate Dean for Administrative and Student Services.
- Collates data and prepares reports related to staff formation, health, and wellness for review and endorsement.
- Coordinates with the university physician, clinic, and partner health facilities on employee and student health and wellness protocols.
- Coordinates with campus security offices on safety and security matters.
- Provides administrative and logistical support for school projects and special events.
II. Financial Management Support
- Maintains office financial records and expense accounts to ensure accurate documentation.
- Assists in the preparation of school budget proposals and budget reports.
- Prepares and processes financial documents for approval and submission to the central accounting office.
- Supports the monitoring of collection activities.
III. Records Management Support
- Updates databases and maintains correspondence, documents, and records in a systematic and confidential manner.
- Maintains files and facilitates proper disposal of records in accordance with university guidelines.
IV. Human Resource Support
- Coordinates the routing, submission, and follow-up of human resource–related documents.
- Supports recruitment and the filling of school vacancies.
- Collaborates with supervisors and department or program secretaries to maintain compliant personnel records.
- Provides administrative support for employee development plans.
- Prepares attendance summaries for non-teaching administrative staff.
V. Facilities and Information Technology Matters
- Conducts periodic checks of facilities and coordinates repair or renovation requirements.
- Coordinates facilities needs and monitors inventory of capital and non-capital equipment.
- Coordinates with relevant offices on inventory management and disposal of office equipment and furniture.
- Assists in billing units for classroom usage.
- Provides classroom and logistical support for academic classes and programs.
VI. Performs other work-related tasks as assigned by the immediate supervisor or authorized representative.
Minimum Qualifications
Knowledge, Skills, and Abilities:
- Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Applications
- Coordination Skills: Ability to proactively coordinate, and manage actions in relation to others
- Records Management Skills: Ability to manage files and records, take minutes and documentation, and keep matters confidential
- Secretarial and Clerical Support Skills: Knowledge of administrative and clerical procedures and systems such drafting of memos and interdepartmental communications, office budget and expenses, etc.
- Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
- Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions
- 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.
- Time Management Skills: Ability to use one's time and resources efficiently and effectively
- Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.
Education And Experience Requirements
- Bachelor's Degree
- With at least 3 years of relevant work experience
