[ref. t8140901] Administrative Assistant | University Residence Hall

Summary of Work Activities and Responsibilities

Under the direct supervision of the Director, the Administrative Assistant attends to the day-to-day administrative requirements of the University Residence Halls and the Director. This position also provides back-end support on budget and finance management

• Oversees the work calendar of the Director, coordinating appointments, meetings, and events
• Keeps track of the various committees chaired by the Director and sends reminders for meetings and schedules
• Takes minutes of the meetings to document significant and important points, including the action items to each individual, when necessary
• Oversees logistical arrangements for meetings, programs, and events organized by or on behalf of the Director
• Serves as frontline staff of the University Residence Halls, attending to and screening visitors, correspondences, and packages for the Director
• Attends to inquiries and requests from stakeholders and visitors from various communication channels and coordinates the flow of information internally and with other offices concerned
• Secures and/or prepares documents, materials, data/report needed by the Director, and summarizes these, as may be necessary
• Drafts correspondences, letters, and memoranda to various offices for the Director
• Screens incoming correspondences for their appropriate disposition
• Receives, files, maintains, and updates Office records, mails, and other communication materials
• Prepares, reproduces, and/or collates relevant documents and materials
• Creates and implements individualized filing system
• Collects, sorts, and routes various letters, correspondences, records and other related matters for distribution to persons concerned in various units

• Assists the Director in consolidating the materials needed for the University Residence Halls budget
• Collates all the financial materials needed for the preparation of the University Residence Halls budget, including the achievement of the occupancy targets
• Receives, consolidates, and monitors submission of purchase and inventory reports, and prepares an annual summary of all submitted reports
• Monitors the University Residence Halls budget accounts
• Prepares the necessary budget transfers, realignments, and account reclassifications
• Monitors expenses and disbursements of the University Residence Halls, ensuring that it is within approved budget
• Recommends to the Director budget adjustments, as needed
• Reviews the collection reports and accounts for all collected and outstanding balances on a monthly basis, for endorsement to the Director
• Checks the Billing/Statement of Accounts prepared by the Office Assistant for Collections and Inventory Support and for any liabilities and accountabilities, for approval of the Director
• Serves as the Office’s first approver in the CAO Payment System
• Assists Ateneo Resident Students Association Finance Officer in managing their budget and finances

• Negotiates for a reasonable price for supplies to be purchased, in coordination with the Office Assistant for Payments and Purchasing Support
• Serves as the Office’s first approver in the ePurchase Request System
• Manages the University Residence Halls inventory of assets and supplies, ensuring that the items are properly stored and accounted for
• Monitors and ensures that the inventory masterlist is accurate and regularly updated

• Knowledge of Bookkeeping, basic finance, and budget management
• Profiecient in Mircrosoft Office, particularly Excel, and other Google Suite applications
• Knowlede and skills in records management and safeguarding confidential records
• Excellent organizational, planning, and time managment skills
• Good command of English language
• Good interpersonal and client service skills
• Strong attention to details

• Certified Public Accountant, an advantage
• Bachelor's degree
• At least 3 years of relevant work experience