Administrative Assistant for Student Services  

The Administrative Assistant VI provides administrative, clerical, and operational support to ensure the efficient functioning of student services at Ateneo Senior High School. This position also assists in the timely delivery and continuous improvement of student programs and services, ensuring alignment with the mission, vision, and objectives of the school.

Main Duties and Responsibilities:

1. 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
   • Oversees and manages the calendar, meeting, and appointment schedules of the Office for services like the Family Orientation Conferences and Exit Interviews
   • Receives and records Office correspondences and communication materials, and carries out appropriate actions
   • Takes minutes of meetings and documents key discussions, agreements, and action points
2. Resource Management Support
   • Oversees the physical upkeep of the office and ensures that job orders for various equipment repair and maintenance services are properly coordinated
   • Ensures that office supplies and resources are replenished, properly stored, and in good working condition
   • Assists in monitoring and preparing the student services budgets by tracking expenses, maintaining the ledgers, and preparing reports
3. Student Services Support
   • Supports the delivery, tracking, and monitoring of internal student services (e.g., Food Services, Security/Campus Safety and Mobility, Student Uniforms, Student RFIDs, Grade 11 Family Orientation Conferences, and Grade 12 Exit FGDs) by coordinating schedules, managing logistics, and ensuring timely follow-through in line with established standards
   • Receives and records lost and found items, and ensures proper storage and safekeeping of unclaimed items in coordination with the Office of the Assistant Principal for Administration
4. Coordination and Logistical Support
   • Handles coordination and logistical support requirements for meetings, office activities, and events, including coordination with various University offices/units such as CFMO, CSMO, OFSQA, AShop, and UMCO for facility, safety, and other related arrangements
   • Coordinates with accredited suppliers to ensure timely delivery of student services (e.g., supplier for student ID lanyards, cafeteria concessionaire, etc.)
5. Data and Records Management Support
   • Maintains accurate records of student services, events, meetings, and program outcomes, and facilitates disposal of old files and records according to University guidelines
   • Assists in maintaining student lists, IDs, and RFID information for distribution to relevant offices
   • Assists in the collection and presentation of data by gathering the surveys, feedback forms, and community sensing initiatives
6. 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
• Secretarial and Administrative Support: Knowledge of administrative and office procedures and systems, such as word processing, managing files and records, designing forms, and workplace terminology
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
• Time Management Skills: Ability to use one’s time and resources efficiently and effectively
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
• Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle, from the time of creation or receipt to their eventual disposition/turnover

Education and Experience Requirements:

• Graduate of any Bachelor’s degree
• With at least three (3) years of relevant work experience