Administrative Assistant  

Administrative Assistant

Office of the Associate Dean for Academic Affairs

Summary of Work Activities and Responsibilities:

Under the supervision of the Associate Dean for Academic Affairs (ADAA), the Administrative Assistant I provides administrative and office support. The position supports the Assistants to the Associate Dean on academic, and when necessary, on curriculum matters.

Main Duties and Responsibilities

1. Frontline and Secretarial Function
   1. Serves as secretary of the ADAA.
      1. Monitors the work calendar of the ADAA, reminding deadlines and targets, and coordinating appointments and activity schedules.
      2. Assists in the preparation of reports.
      3. Obtains necessary data and summarizes information gathered for the ADAA’s reference.
      4. Assists the ADAA and Assistants to the ADAA by reminding deadlines and targets.
      5. Drafts basic office memos and communication.
   2. Attends to visitors, calls and messages to and from the Office of the ADAA and directs them to the appropriate office or employee.
      1. Receives and forwards office mail to the intended recipient.
      2. Mails official communication from the Office of the ADAA.
   3. Manages information dissemination.
      1. Coordinates with relevant offices (e.g., Central Accounting Office, Registrar’s Office, Office of Admission and Aid, OHRMOD, OMIS, Dean’s Offices, Departments/Programs, etc.) for the dissemination of various letters and memos sent by the ADAA on academic policies and procedures (e.g., maximum load, courses for the Intersession, syllabus, beadle, extension of INC/NE, CEP, Intent to Shift, Validation, Course and Faculty Evaluation, double degree requirements, etc.).
      2. Prepares various letters and memos (e.g., List of students who shifted degree programs).
      3. Maintains the Office Bulletin Board and arranges for the online posting of information regarding academic matters (e.g., announcements on the OSS Student Blueboard, AISIS homepage, LS-One, etc.).
      4. Develops and maintains the Office Google Site.
      5. Coordinates with departments/programs/faculty members regarding students’ academic concerns.
      6. Informs offices/programs/departments regarding student absences based on the certification/notices issued by the Office of Health Services.
   4. Attends to logistical requirements of meetings (e.g., e.g., attendance confirmation, reproduction and collation of materials, and arranges for venue and refreshments), and in-house or off-site activities (e.g., R&R, team-building activities, Office planning, spiritual activities, etc.).

1. Documents and Records Management
   1. Takes charge of printing and reproducing Office forms.
   2. Maintains documents, files and records of the Office.
   3. Maintains and safeguards files of currently enrolled undergraduate students, ensuring records are tracked and organized.
      1. Receives admission documents of incoming First Year students from the Office of the Admission and Aid.
      2. Forwards to the Office of the Registrar files of students who have graduated and/or discontinued their undergraduate studies.

1. Academic Advisement and Registration Support
   1. Registration support for Transfer Students.
      1. Reviews each transfer student’s official transcript of records from his/her previous school to determine the number of courses/units that may be validated.
      2. Updates the programs of study of incoming transfer students based on courses validated from their previous school.
   2. Reviews Intent to Shift forms of first year students prior to evaluation by the ADAA.
   3. Assists the ADAA in reviewing student requests for adjustments to their Individual Program of Study.

1. Administrative Support for Academic Processes

1. Prepares promotional materials on academic processes.
2. Responds to inquiries from various stakeholders regarding academic processes.
3. Receives and reviews for completeness the accomplished forms on academic processes (e.g., appeal for change of grade, appeal for probation, load revision form, request for Leave of Absence, etc.).
   1. Assists in processing various academic forms (e.g., appeal for change of grade, validation requests, requests for leave of absence, applications of special students and cross-registrants, load revision forms of students requesting to withdraw with permission from their classes.
4. Handles requirements relating to the evaluation of course and faculty at the undergraduate level in the following areas:
   1. Preparation of per semester schedule for the online and paper-based evaluation of course and faculty, in coordination with the Office of the Quality Assurance (LSQA) and the Office of Management Information Systems (OMIS).
   2. Monitoring the availability and release of printed/machine-readable forms, and orders additional forms as needed.
5. Monitors timely uploading to AISIS of undergraduate course syllabi by faculty
   1. Coordinates with OMIS in generating reports to track faculty uploading of course syllabi.
   2. Provides feedback to department chairs/program directors and deans concerning the timely uploading of course syllabi.
6. Handles requirements relating to the implementation of the beadle system for undergraduate classes in the following areas:
   1. Monitoring the faculty’s assignment of class beadles are reflected in the AISIS.
   2. Coordinating with OMIS to email blast the class beadles about reporting faculty attendance through AISIS.
   3. Coordinating with OMIS to generate the beadle’s reports on faculty attendance.
7. Coordinates with the Office of the Registrar in monitoring the timely faculty submission of advisory marks on AISIS.
8. Assists in monitoring timely faculty submission of mid-semester evaluations (advisory marks) for selected students (students on probation, students who came back from LOA or were readmitted to ADMU, and athletes) to the Office of the ADAA.

1. Administrative Support for Academic Convocation and Graduation Preparation

1. Coordinates with the academic regalia provider and the Office of the VPLS for the academic gowns used by faculty and students during academic convocations and commencement exercises.
2. Takes charge of the preparation and distribution of graduation invitations and memos to the graduating students.
3. Monitors faculty attendance during commencement exercises, and assists in making sure that things go smoothly.

1. Financial Management Support
   1. Drafts the yearly budget for new equipment, major and minor improvements, office budget and supplies expenses, based on the previous year’s budget.
   2. Processes and coordinates financial requests, evaluating them vis-à-vis the budget allocation.
      1. Monitors the budget and handles bookkeeping, keeping financial records and expense account of the Office.
      2. Assists in monitoring the expenses and budget of the Office.
      3. Assists in preparing monthly and annual expense summary of the Office
   3. Handles petty cash, requests for reimbursement, and liquidation reports.
   4. Checks and confirms bills and other statements of account before payment.
   5. Prepares Order for a Check, Petty Cash Vouchers and requests for Budget Transfers.

1. Facilities, Supplies, and Equipment Management Support
   1. Maintains the general upkeep of the Office.
   2. Assists in overseeing the physical upkeep of the office, ensuring that files, supplies, fixtures, and equipment are properly stored and in good condition.
   3. Serves as custodian of department keys and equipment.
   4. Monitors and maintains sufficient stock of office supplies.
   5. Handles purchases for equipment and office supplies.

1. Performs other work-related tasks that may be assigned by the ADAA and authorized representatives.

Education and Experience Requirements:

• Bachelor’s degree
• At least five years of office work experience
• Previous work experience in the Ateneo de Manila or familiarity with the Ateneo de Manila educational system is a distinct advantage

Knowledge, Skills and Abilities:

Demonstrates the following:

• Knowledge of office management systems and procedures
• Working knowledge of office equipment
• Proficiency in MS Office and G Suite applications
• Knowledge of basic bookkeeping and budget management
• Familiarity with data visualization tools
• Ability to cope with tight deadlines
• Excellent time management skills
• Attention to detail
• Organizational skills
• Problem-solving skills
• Excellent written and oral communication skilals in both English and Filipino
• Very good interpersonal and coordination skills
• Ability to ensure confidentiality of information
• Initiative and ability to work with minimum supervision