[ref. y37860116] Quezon City - Administrative Assistant | Department of Environmental Science

Summary of Work Activities and Responsibilities:

The position provides support for administrative concerns as well as secretarial/clerical tasks, as needed, to relieve the department head and other department administrators of routine and minor functions/responsibilities related to daily office operations and management.

• Entertains telephone calls, email and walk-in inquiries and relays information to concerned people accordingly.
• Maintains department files and documents.
• Handles the safekeeping of department keys.
• Coordinates with offices on faculty hiring, contracts, course offerings, lab fees, budget, and related matters.
• Coordinates with relevant offices for the maintenance, improvement, and safety of department facilities, including scheduling pest control, general cleaning, and repairs of equipment and fixtures.
• Drafts correspondences and reports for department head’s review/approval
• Assists department head and faculty with data collection, facility reservations, student notices, promotions, recruitment, and annual school events.
• Facilitates scheduling and implementation of course and faculty evaluations in coordination with faculty
• Handles reproduction and distribution of departmental and special exams while facilitating the assigning of proctors
• Coordinates with faculty, lab techs, and offices on student clearances, visiting professors, and guests.
• Schedules department, faculty/group, and student consultation meetings as requested

• Assists the Undergraduate and Graduate Program Coordinators with student’s IPS or Advisement, as requested
• Assists all concerned faculty during online and manual registration
• Coordinates with the faculty in relation to schedule of classes; classrooms for special sessions and/or activities
• Coordinates with faculty to prepare and reproduce exams, quizzes, validation exams, and provide documents for comprehensive exams.
• Generates/Provides reports as requested and needed information/forms upon approval of the dept. head
• Facilitates submission of Thesis or Capstone Defense documents upon dept. head approval.
• Informs faculty of notices or instructions from the dept. head or other departments/offices.
• Assists faculty with class transport and fieldwork subsidy arrangements
• Assists with course syllabus uploads upon request
• Drafts certificates and reports/documents as needed

• Assists in the processing of student’s requests
• Provides guidance/instructions to graduating students in relation to internal clearance; exit Letter; etc.
• Facilitates student requests for activities and access to ES Mini Library facilities.

• Processes payments, reimbursements, and budget transfers and E-Requisitions; and manages petty cash under department head's supervision.
• Drafts reports related to Annual Budget Requests; Minor and Major Improvement requests; Laboratory Fees; etc
• Monitors office supplies and other materials.
• Serves as liaison officer and/or provides support in relation to ES Scholarship Program and other fund-raising activities, as needed
• Coordinates with various offices in relation to other special/urgent dept purchases
• Coordinate with the Accounting Office for financial concerns

Knowledge, Skills and Abilities:

• Proficient in MS Office Applications
• Oral/Written Communication skills
• Keen sense for details
• Can work independently with minimum supervision
• Team Player
• Lots of patience and passion for work
• Care and concern for the department facilities and its people
• People management skills/ Interpersonal skills
• Planning and Organizing skills
• Coordination skills
• Basic Accounting skills
• Analytical skills
• Problem-solving skills

Education and Experience Requirements:

• Bachelor’s degree
• 2-3 years of work experience in a related field that involves working with different stakeholders. Preferably (but not limited to) faculty, students, parents, support staff; administrators; etc.
• Previous work in the college level in Ateneo, knowledge on standard office procedure and a remarkable recommendation from previous supervisor/administrator is an advantage