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Ateneo de Manila University

Administrative Assistant for Digital Information and Technology Services Office  

Ateneo de Manila University

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

Posted a month ago and deadline of application is on 17 Aug

Recruiter was hiring a day ago

2024-06-19T02:58:32.792503+00:002024-08-17T16:00:00+00:00

Job Description

Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant to the VP for DITS / IT Governance Head, the Administrative Assistant shall perform clerical and office management tasks in accordance with the OVP DITS mandate and guidelines and University policies and processes such as internal and external communications, finance management, logistical administration and assistance in personnel management.

Main Duties and Responsibilities

Communication

The Administrative Assistant shall be the main point person for internal and external communications of the office, specifically:

  • As the first point of contact for the OVP DITS, handles inquiries received through the various communication channels including the dedicated local / mobile numbers and DITS office email.
  • As the official custodian of the OVP DITS email account, sends out BlueBoard announcements and other official communications, maintains the filing system of the assigned Google Drive
  • Prepares drafts of correspondence
  • Disseminates information such as internal memos, office guidelines and event reminders
  • Maintains the DITS Cluster page in the University Website

Finance Management Support

Assists in the processing, monitoring and reporting of office-related budget and expenses:

  • Prepares year-end utilization report as reference for budget planning
  • Initiates the payment processing by preparing Purchase Requisition (PR) or Request for Payment for supplies, communication, repairs and maintenance, CapEx items, miscellaneous expenses, staff development and others.
  • Regularly updates the expense trackers
  • Handles the petty cash of the office from request, routing for approval, utilization and liquidation
  • Prepares other financial reports and summaries, as needed

Office Operations and Clerical Support

As overall coordinator for office operations, provides administrative support for office management functions, specifically:

  • Prepares logistical requirements for meetings, staff development and other activities of the office and cluster
  • Manages office supplies and equipment by maintaining the inventory, filing of requests for office equipment for repair or replacement, initiates job orders for tasks which requires the assistance of CFMO
  • Assists in personnel management such as attendance monitoring, tracking of staff development activities and training
  • Receives and routes documents for approval and signature of authorized personnel
  • Manages the DITS Office and Cluster calendar
  • Coordinates with other departments as required

Other tasks

  • May be assigned to coordinate special projects
  • May represent the office or cluster in committees for University-wide activities.

Performs any other duties as may be required by the position in accordance with the instructions and guidelines of the supervisor and authorized personnel.

Minimum Qualifications

Knowledge, Skills and Abilities:

  • Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
  • Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
  • Ability to manage tickets and records, take minutes and documentation, and keep matters confidential
  • Data Analysis: Ability to organize and analyze data, prepare summaries and reports, maintain databases, and keep files secure.
  • Service Orientation: Actively looking for ways to help people; Ability to relate with clients, well-pleasing, warm, patient, and respectful in dealing with people
  • Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; Comfortable with exploring new technologies
  • Organization and Prioritization of Work: Capacity to know what is more urgent and more important in a particular period given that all tasks in the office are important and urgent
  • Customer Service Support: Involves leading and managing relationships to ensure desired outcomes are achieved so that the objectives are achieved.
  • Ability to maintain confidentiality

Education and Experience Requirements:

  • Bachelor's degree in information technology, engineering, or a related field.
  • At least 5 years working 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
Industry
Higher Education / Academia
Vacancy
1 opening
Website
http://www.ateneo.edu/

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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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