Ateneo de Manila University
Ateneo de Manila University

Gallery Assistant | Ateneo Art Gallery  

Ateneo de Manila University

  • Quezon City, Philippines
    Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
    Quezon City
    Metro Manila
  • Full timeFULL_TIME

Expired 18 days ago

Job closed.

Job Description

Summary of Work Activities and Responsibilities:

Under the supervision of the Museum Director, the Gallery Assistant monitors the Gallery schedule, processes day-to-day cash flow and supplies inventory, and oversees technical and logistical support for Gallery events and programs.

Main Duties and Responsibilities

I. Inventory & Bookkeeping

  • Serves as custodian of petty cash and all cash advances of the gallery.
  • Coordinates with the Central Accounting Office (CAO) on disbursements, reimbursements, and other expenditures that need to be made by the Gallery.
  • Conducts regular inventory of exhibition tools/systems and media-based equipment
  • Ensures that the supplies (office, installation and packing materials) are well stocked.
  • Facilitates the processing of job order and requests for quotations for services and purchases
  • Oversees payments to suppliers and for contracted services and consultants
  • Manages the compilation of official receipts and the liquidation of cash advances

II. Administrative Duties

  • Oversees appropriate deployment of maintenance and security personnel on a daily basis and for special events
  • Oversees the Gallery’s courier services needs
  • Ensures that equipment and gallery furnishings/furniture are monitored and properly maintained

III. Logistical Duties

  • Maintains the orderliness of the Gallery’s office
  • Ensures that requests/job orders from other offices are completed (e.g. construction and fabrication, cleaning, transportation, etc.)
  • Assists Exhibition Coordinators and Museum Registrar in the logistical preparations for exhibitions, including the Ateneo Art Awards events (e.g. coordination with caterers, suppliers, etc.)
  • Assists the Assistant Curator in overseeing the maintenance of museum facilities such as regular pest control and AC maintenance and other related tasks
  • Provides logistical support in preparation for public and educational programs such as lectures and workshops

IV. Documentation

  • Monitors daily time records and attendance of museum staff and security and maintenance personnel
  • Organizes the files and archives of the Gallery and ensuring that these are properly stored in hard copy and in the hard drive
  • Ensures that there is a guestbook for each exhibition and guest registration for events

V. Performs other work-related duties as may be assigned by the Director and Chief Curator

Minimum Qualifications

Education and Experience Requirements:

  • College graduate
  • Basic skills in word and excel
  • Knowledge of basic accounting procedures

Knowledge, Skills, and Abilities:

  • Must have good people skills; Ability to work with different personality types
  • Experience in records keeping and filing practices
  • Excellent organization skills and attention to detail
  • Experience in bookkeeping keeping, an advantage
  • Ability to work on multiple assignments at the same time

Jobs Summary

Job Level
Entry Level / Junior, Apprentice
Job Category
Administration and Coordination
Educational Requirement
Bachelor's degree graduate
Recruiter response to application
Once in a while
Office Address
Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
Higher Education / Academia
1 opening

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About Ateneo de Manila University

The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.

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