Office Assistant | Ateneo Professional Schools  

Summary of Work Activities and Responsibilities:

Under the general guidance of the Assistant to the Vice President of the Professional Schools and the direct and close supervision of the Vice President for Professional Schools, the Office Assistant V provides general secretarial support to the daily operations of the office for the effective delivery of its programs and services.

Main Duties and Responsibilities:

A. Secretarial and Administrative Support to the Office of the Vice President for the Professional Schools

• Acts as receptionist of the OVPPS
• Updates the APS telephone directory, as needed, upon coordination with the various APS-Rockwell school units and offices
• Encodes data and issues APS Rockwell car pass stickers, upon approval of the Head of Facilities and Physical Resources
• Provide assistance for Campus Access of Service Providers, Affiliated and other guests
• Disseminates and coordinates approved activities/events with security guards, housekeeping aides and maintenance staff upon the approval of the Head of Facilities and Physical Resources
• Handles files management of the OVPPS; serves as main custodian of the OVPPS files
• Prepares communication/letters/memos of the APS
• Answers correspondence as may be required
• Coordinates with the University and Legal Compliance Office (ULCO) for the review of legal documents such as MOA/MOU and ensures that these are followed accordingly
• Sets, ensures backroom preparations, and prepares materials/briefing papers for meetings and events hosted by the VPPS
• Records and files incoming and outgoing correspondence and other communication systematically
• Reserves venue and order food for meetings and events
• Updates and organizes names of visitors and contacts of the OVPPS
• Assists on visa application and prepares travel documents, give-away items of the VPPS
• Assist the AVPPS for logistical matters (scheduling of events, meals, etc) to various APS activities
• Handles sending out of VPPS memos online to the APS Community and the University Community
• Consolidates academic calendars of the four Professional Schools to be posted at the Ateneo website; and sends it to APS and University blueboard
• Reviews & consolidates various documents for VP’s approval/signature

B. Accounting-related tasks

• Handles reimbursements, monthly transportation, and representation allowance of the VPPS
• Handles request of per diem for the VPPS related to official travels

C. Performs other duties that may be required by the VPPS

Knowledge, Skills, and Abilities:

• Excellent oral and written communication skills;
• Excellent in interpersonal and organizational skills, with keen attention to detail and the ability to work in a team
• Adept in using Microsoft Office as well as other web and computer applications.

Education and Experience Requirements:

• Bachelor’s Degree
• Work experience in the academic setting is an advantage