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

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.

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