Administrative Assistant | University Development and Alumni Affairs  

Summary of Work Activities and Responsibilities

The Administrative Assistant VI provides administrative, secretarial, logistical and financial support in the day-to-day operations of the Office.


Main Duties and Responsibilities
I. Frontline and Secretarial 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
• Receives and records office correspondences and communication materials and carries out appropriate actions
• Oversees and manages the calendar, meeting, and appointment schedules of the Director
• Attends and takes minutes of meetings to document and summarize important points highlighted for reports

II. Resource Management Support

• Ensures that office supplies and resources are replenished, properly
  stored, and in good working condition
• Monitors the overall condition and maintenance of the Office vehicle as reported by the Messenger and coordinates its repair and maintenance accordingly
• Oversees the physical upkeep of the Office and coordinates job order requests with the Central Facilities Management Office (CFMO) for repair and maintenance
• Assists the Director in preparing the budget proposal of the Office for the fiscal year by compiling materials and documents required for submission during the budget season
• Maintains and tracks the Office’s financial resources by monitoring expenses and preparing reports vis-à-vis the approved budget of the Office

III. Coordination and Logistical Support

• Handles coordination and logistical support requirements for meetings, events, and activities
• Collates and prepares the Office’s Christmas gift list and facilitates the gift distribution to the University offices and stakeholders

IV. Data and Records Management Support

• Maintains pertinent files and records (e.g., official receipts, sales invoices, delivery receipts, etc.)
• Facilitates the disposal of old files and records according with the University and Office guidelines

V. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative


Knowledge, Skills, and Abilities

• Administrative Support Skills
• Basic Accounting Skills
• Communication Skills
• Technological Savvy
• Time Management Skills
• Customer Service Skills
• Coordination Skills
• Records Management
• Attention to Detail
• Service Orientation

• A graduate of Bachelor’s Degree in any related field;
• With at least 3 years of relevant work experience; and
• With work experience in an academic setting is an advantage