Administrative Assistant VI for Office of the Dean  

Summary of Work Activities and Responsibilities:

The Administrative Assistant VI provides frontline, administrative, and logistical support in the day-to-day operations of the Office of the Dean. The position also provides administrative assistance to the Strategic and Quality Assurance Team of the Graduate School of Business.

Main Duties and Responsibilities:
I. Frontline and Administrative Support

Serves as the receptionist and 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 internally and with other offices concerned

Receives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion

Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner

Serves as the main custodian for all office equipment, supplies, vehicles, and all other office resources

II. Office Management Support

Oversees the work calendar and appointments of the Dean by coordinating the meeting schedules as approved by the Dean

Handles the attendance monitoring of employees which includes absences, leaves and tardiness records

Collects and summarizes relevant data gathered from meetings to support the decision-making process of the Associate Dean and Dean

Coordinates students’ request for certificates and other documents subject for Dean’s signature and approval

Assists the Office of the Dean and the Strategic and Quality Assurance Team in the implementation of its quality assurance and accreditation initiatives through the collection and verification of data, documentation and information dissemination

III. Logistical Support for Office Activities

Drafts and disseminates information, marketing collaterals, memoranda, and office communications about the school’s programs and activities through the website, email, and/or print channels, and addresses inquiries accordingly

Coordinates with the AGSB Marketing group and/or the University Marketing and Communications Office (UMCO) for publishing of articles, write-ups, and other communication materials to ensure compliance with University guidelines

Prepares materials, equipment, and tokens while ensuring the reservation of venues/conference rooms, catering, and transportation requirements

Monitors event attendance and prepares detailed reports to track participant turnout and engagement

Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments

IV. Budget and Financial Support

Assists the Dean in preparing the budget proposal of the department for the fiscal year by initially drafting the budget reports based on their financial trends and needs

Drafts, submits, and tracks financial reports, including petty cash funds, liquidation reports, reimbursements, financial status, and expense monitoring vis-à-vis the approved office budget

Maintains and securely stores the financial records of office transactions

Assists the Dean in compiling materials and documents required for submission during the budget season

V. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Knowledge, Skills, and Abilities:

Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, office budget and expenses, etc.

Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas

Service Orientation: Actively looking for ways to help people

Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover

Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and possesses basic skills in managing websites, contributing to online presence, creating presentations and content management

Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate time

Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment

Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details

Education and Experience Requirements:

Bachelor’s Degree

With at least 3 years of relevant clerical work experience