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Ateneo de Manila University

Administrative Assistant | Office of the Assistant Headmaster for Administration (Ateneo Grade School)  

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

NOTE: Full job description will be sent to shortlisted candidate

Summary of Work Activities and Responsibilities:

Under the direct supervision of the Assistant Headmaster for Administration, the Administrative Assistant IV provides frontline and administrative support to the Office. The position provides administrative logistical support to the student services and committees under the Office.

Main Duties and Responsibilities

I. Frontline and Administrative Support

  • 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.
  • Gathers, compiles, and follows up submission of communication materials (e.g., write-ups and multimedia documentation) needed for posting in social media, newsletters, etc. and coordinates these with University Marketing and Communications Office (UMCO) and/or pertinent committees.
  • Facilitates the preparation and review of Memorandum of Agreement (e.g., for uniforms, yearbook, Group Accident Insurance, etc.), and oversees the compliance of the agreements.
  • Receives and keeps a record of Lost and Found items turned over to the Office.
  • Prepares necessary documents for the conduct of bidding, food tasting, and evaluation of cafeteria concessionaires, in close coordination with the University Business Affairs Office (UBAO) and the Office of Food Safety and Quality Assurance (OFSQA).
  • Assists in all logistical requirements of the Office-sponsored meetings and events, and supports School- and University-level events as may be necessary.

II. Student Services Support

A. School Bus Operations Support

  • Maintains a database of accredited school service operators and populates the database accordingly.
  • Receives the list of accredited school service operators from the Campus Safety and Mobility Office (CSMO) and facilitates the dissemination of information to the AGS community.
  • Collates incident reports/complaint reports pertaining to school service operators and submits them to CSMO for processing and investigation.

B. Year-book Committee Support

  • Prepares needed materials for the annual publication of the yearbook.
  • Collates photos and write-ups, and coordinates with the service provider for printing and production.
  • Works with the yearbook committee to address concerns in relation to the publication.

C. Student Uniform Committee Support

  • Prepares necessary documents for the conduct of bidding and evaluation of potential uniform suppliers.
  • Receives and consolidates uniform orders from parents, and submits consolidated data to the Central Purchasing Office for processing.
  • Monitors the status of delivery of uniform orders, checks the accuracy of the delivered items, and facilitates the distribution of student uniforms.
  • Documents the discussions of the Student Uniform Committee and consolidates it in the form of a policy/guideline, and sends out communication updates and other announcements per instruction of the Chair.

D. Student Group Accident Insurance Support

  • Processes insurance claimants’ requests by checking completion of submitted requirements, forwarding them to the Assistant Headmaster for Administration for endorsement, and submits these to the insurance provider.
  • Monitors status of requests and maintains records of requested and processed claims.

III. Performs other duties as may be assigned by the immediate supervisor, or any
authorized representative.

Minimum Qualifications

Knowledge, Skills, and Abilities:

  • Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Application
  • Service Orientation: Actively looking for ways to help people; Ability to relate with client well-pleasing, warm, patient and respectful in dealing with people
  • Customer Service: Knowledge of principles and processes for providing patient services. This includes assessment, meeting quality standards for services, and evaluation.
  • Administrative & Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
  • Active Listening: Gives full attention to what other people are saying, taking time to understand the points being made, and asking questions as appropriate.
  • Written and Oral Comprehension: Ability to read and listen, and be able understand information and ideas presented in writing and in spoken words and sentences.
  • Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions
  • Report Writing Skills: Ability to write clear reports, using coherent sentence structures and correct terminologies

Education and Experience Requirements

  • Bachelor’s Degree graduate
  • One (1) to two (2) 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
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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