Job Description
Summary Of Work Activities And Responsibilities
The Administrative Assistant VI provides frontline, administrative, and logistical support in the day-to-day operations of the Office of the Dean. The position also provides administrative assistance to the Strategic and Quality Assurance Team of the Graduate School of Business.
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
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
Coordinates with the AGSB Marketing group and/or the University Marketing and Communications Office (UMCO) for publishing of articles, write-ups, and other communication materials to ensure compliance with University guidelines
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--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
Minimum Qualifications
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
