Ateneo de Manila University
Ateneo de Manila University

Administrative Assistant | Ateneo Graduate School of Business  

Ateneo de Manila University

  • Makati, Philippines
    Katipunan Loyola Heights, Makati, Metro Manila, Philippines
    Metro Manila
  • Full timeFULL_TIME

Posted 3 months ago and deadline of application is on 29 Jun

Recruiter was hiring 5 hours ago


Job Description

Under the supervision of the Assistant to the Associate Dean for Administrative and Student Services, the Administrative Assistant provides frontline, secretarial, administrative, logistical, and student services support. S/he also coordinates and liaises with third-party service providers and ensures that confidentiality & discretion in handling restricted information and personal data are observed.

I. Secretarial and Administrative Support

  • Oversees and manages the calendar, meeting, and appointment schedules
  • Handles coordination and logistical support requirements for meetings, events, and activities
  • Assists in preparing data requirements, translating findings into briefs/reports, and submitting reports
  • Contributes to efforts in communicating and promoting to various stakeholders vital and up-to-date information, reports, and initiatives in support of offices or committees looking into University strategies, rankings, and accreditations
  • Takes minutes of meetings to document significant and important points
  • Attends to inquiries and requests from stakeholders and visitors from various communication channels and coordinates the flow of information internally and with other offices concerned

II. Records Management, Compliance and Regulatory Support

  • Receives, files, and safeguards Office records, mails, facsimile messages, and other communication materials
  • Assists in gathering and preparing data and drafts reports needed
  • Assists in preparing, collating, and distributing documents needed for meetings
  • Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner
  • Updates office database and maintains files and records of correspondences, documents, and other materials for the Office in a systematic manner and consistent with the need to protect confidentiality and data privacy
  • Serves as a repository of all SQMO communication materials of the Office of the Associate Dean for Administrative and Student Services

III. Financial and Accounting Support

  • Maintains and tracks the Office’s financial resources by monitoring the expenses vis-à-vis the budget of the Office
  • Coordinates with Finance and Treasurer Cluster for budget requests and considerations needed by the Office
  • Maintains ledgers for operational and DCB accounts of the Office where expenses or income are logged to track running balances in real time
  • Assists in coordinating and consolidating requirements for the annual budget for review and approval
  • Prepares and processes financial documents for endorsement and for submission to the Central Accounting Office (CAO)
  • Coordinates timely submission and processing of billings and payment with the CAO and arranges bank deposits and encashment, as needed

IV. Student Services and Mulat Diwa Foundation

  • Assists the Director of Student Activities and Formation in drafting various documents on Mulat Diwa and student-initiated programs, their implementation and managing daily activities
  • Crafts budgets for projects, works with the different stakeholders and ensures adherence to the budget
  • Assists the Director of Student Activities and Formation in seeking grants and/or sponsorships for its projects
  • Assists in drafting and monitoring the Student Council and Mulat Diwa Foundation’s operating budgets
  • Builds and maintains partnerships with benefactors, other non-profit and community organizations to develop programs, educate the public and expand resources

V. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative

Minimum Qualifications

Knowledge, Skills and Abilities:

  • Knowledge of office management systems and procedures
  • Basic Accounting and Financial Management skills
  • Proficient in MS Office applications
  • Knowledge and skills in records management and safeguarding confidential records
  • Excellent organizational, planning, and time management skills
  • Good interpersonal, networking, and partnering skills
  • Strong attention to details
  • Good oral and written communication skills

Education and Experience Requirements:

  • Bachelor’s degree
  • With at least 1 to 3 years of relevant work experience

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
#20 Rockwell Drive, Rockwell Center, Makati City
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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