Administrative Assistant | University Business Affairs Office

• 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
• Receives and records Office correspondences and communication

• Collates and organizes incoming correspondences and requests addressed to the Director
• Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed
• Handles coordination and logistical support requirements for meetings,

• Prepares materials, reserves venues, and orders food for meetings
• Coordinates arrangements with the Campus Safety and Mobility Office for guests of the Office (e.g. parking slots, entry, egress, etc.)
• Takes minutes of meetings
• Updates office database and maintains files and records of correspondences, documents and other materials
• Maintains pertinent files and records (e.g. disbursements, contracts, purchase requisitions, agreements, etc.) and facilitates disposal of old files and records according to University guidelines
• 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
• Monitors the inventory of office supplies and resources regularly
• Orders and purchases office supplies/equipment
• Prepares attendance and leave reports of UBAO employees for submission to HR for processing

• Provides various administrative and logistical support in generating

revenues for the University (i.e. long and short term rental income from

• Prepares documents such as contracts, trademark licensing agreements, and Memorandums of Agreements for facility rentals, etc. and routes for necessary approvals
• Coordinates with various stakeholders (e.g. concessionaire coordinators, cooperative stores, suppliers, school units, etc.) and provides assistance for concerns and inquiries
• Coordinates with the Student Uniform Committees of Basic Education, and prepares purchase requisitions for school and PE uniforms
• Provides updates on the status of purchase orders, deliveries, inventories, etc.
• Attends and documents committee meetings with the different school units and clients, and provides updates
• Processes payments for retainers and other legal fees for application of University trademarks through the Central Accounting Office Payment Systems
• Coordinates with various University offices/units for logistical requirements and other arrangements for events (during facility rentals)
• Sends billing statements to clients and concessionaires and monitors collection of use of facility and concession fees and utilities
• Prepares summary reports of concessionaire income, rental revenues, and scholarship grants and submits the reports to the Director
• Manages concessionaire directory and populates the database accordingly

III. Performs other work-related tasks as may be required by the immediate

• A graduate of any Bachelor’s Degree but a degree in Management, Marketing, Accounting, or related is an advantage.
• With at least two (2) years of relevant work experience, preferrably administrative work