Office Staff | School of Science and Engineering

Summary of Work Activities and Responsibilities:

• The Office Assistant reports primarily to the Assistant to the Dean, and the Dean. He/She works closely with the Office Administrative Assistant, coordinates with Department Secretaries, Chairs, and various offices on matters related to financial transactions and SOSE website management.
• The position provides support for accounting and clerical duties related to the School of Science and Engineering’s budget, including tracking expenditures, processing financial documents, and maintaining accurate budget records. It also involves managing the School's website by updating content, ensuring information is current and accurate, and coordinating with Departments to reflect academic and administrative updates.

Main Duties and Responsibilities:

• Answer or place telephone calls and e-mails, and relay messages to the appropriate personnel.
• Entertain needs of faculty, students, and guests at the SOSE Dean’s Office.
• Provide support for SOSE’s various academic activities e.g. Annual GA, Merit, Director’s List and Open House Receptions, SOSE Week, Recognition Program, and Graduation Ceremony, etc.

• Coordinate with the Departments, CAO, and Purchasing Office on budget matters.
• Prepare, review, and endorse Check Payment System (CPS) and Electronic Purchase Requisition System (EPRS) requests for Asst. to the Dean/Dean’s approval.
• Assist the Dean with budget preparations for each School Year, by preparing budget requests for capitalized furniture and equipment, non-capitalized furniture and equipment, office supplies, and expenses.
• Coordinate with Departments on budget preparations for each School Year.
• Review and consolidate Department requests in order of priority with justifications and quotations for the Dean’s approval.
• Prepare, review, and endorse budget realignment and budget transfers for the Dean’s approval.
• Prepare, review, and endorse CPS and EPRS User Access forms for the Dean’s approval.
• Prepare, review, and endorse requests for liquidation, exception justification and new DCB accounts for projects.
• Review and endorse financial reports from the Departments.
• Disseminate documents to the Departments in relation to budget.
• Process approved financial assistance for faculty, staff, and students, e.g., conference subsidies, grants, etc.
• Manage budget processes for the SOSE Sanggunian Academic Subsidy (SAS) grants.
• Place orders for supplies and equipment for the Dean’s Office
• Handle the Dean’s Office revolving fund.
• Monitor the Dean’s Office budget.
• Keep updated budget records.

• Maintain and regularly update the content of the School’s website to ensure all information is current, accurate, and relevant, in coordination with UMCO.
• Coordinate with Departments for event announcements and news.

Knowledge, Skills, and Abilities:

• With strong accounting expertise
• Proficient in MS Office applications
• Very good oral and written communication skills
• Highly detail-oriented
• Able to work independently with minimal supervision
• Team player
• People management/interpersonal skills
• Planning, time management and organizational skills
• Problem-solving and analytical skills
• Basic knowledge of webpage management

Education and Experience Requirements:

• Bachelor’s degree holder
• 2–3 years of experience in a related field involving collaboration with diverse stakeholders, including faculty, students, parents, support staff, and administrators.
• Prior work experience at the college level in Ateneo, familiarity with standard office procedures and online systems, and a strong recommendation from a former supervisor are considered advantageous.