Office Secretary  

Summary of Work Activities and Responsibilities:

The Administrative Assistant to the Student Services Coordinator provides essential administrative, clerical, and operational support to ensure the efficient functioning of student services at Ateneo de Manila Senior High School. Acting as a key support to the Student Services Coordinator, the Administrative Assistant facilitates 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. Student Services Coordination

• Assist in coordinating the delivery, tracking, and monitoring of internal student services, including Food Services, Security/Campus Safety and Mobility, Student Uniforms, Student RFIDs, Grade 11 Family Orientation Conferences, and Grade 12 Exit FGDs.
• Facilitate scheduling, logistics, and follow-up to ensure services are delivered on time and according to standards.

2. Records and Documentation

• Maintain accurate records of student services, events, meetings, and program outcomes.
• Prepare and disseminate memoranda, reminders, announcements, and reports related to student services.
• Assist in maintaining student lists, IDs, and RFID information for distribution to relevant offices.

3. Committee and Office Support

• Provide administrative support to committees and SSC-led meetings, including agenda preparation, minutes, and follow-up communications.
• Coordinate with relevant offices and central units as directed by the SSC.

4. Data Management and Reporting

• Collaborate with the Research Officer in the collection, analysis, interpretation, and presentation of data from surveys, feedback forms, and community sensing initiatives.
• Compile and summarize findings to support SSC decisions and continuous improvement of services.

5. Event and Program Assistance

• Support planning, organization, and implementation of student events and programs, including enrollment, orientations, and exit FGDs.
• Assist in coordinating with residence halls, guidance, and formation coordinators regarding dormitory life, discipline, and wellness concerns.

6. Security Support

Lost and Found Items

• Receives lost and found non-valuable items from the Security Office and keeps a record for proper retrieval.
• Secures unclaimed items by placing them in cages to maintain their good condition

7. Budget and Resource Support

• Assist in monitoring and administering student services budgets as directed.
• Track expenditure and report on utilization to inform SSC decision-making.

8. Process Improvement Support

• Support the SSC in evaluating operational processes, recommending improvements, and assisting in implementing enhancements to student service delivery.

9. General Administrative Support

• Maintain office organization, supplies, and equipment for efficient daily operations.
• Perform other duties as assigned by the SSC or APAdmin.

Skills Needed

• Hard Skills: Office administration, event coordination, data management, reporting, budget tracking, proficiency in office software, and records management.
• Soft Skills: Communication (oral and written), organization, attention to detail, collaboration, problem-solving, adaptability, and a student-service mindset.