Administrative Assistant VI  

Summary of Work Activities and Responsibilities

The Administrative Assistant VI provides secretarial, administrative, and financial support to the day-to-day operations of the Office.

Main Duties and Responsibilities

I. Frontline and Administrative Support

• Handles inquiries and requests from stakeholders and visitors across multiple communication channels and coordinates information flow with concerned offices.
• Receives, records, and processes office correspondence and communication materials.
• Provides coordination and logistical support for meetings, events, and activities.
• Assists in communicating and promoting relevant university information, reports, and initiatives related to institutional strategies, rankings, and accreditations.
• Maintains the repository of official communication materials of the Office of the Associate Dean for Administrative and Student Services.
• Collates data and prepares reports related to staff formation, health, and wellness for review and endorsement.
• Coordinates with the university physician, clinic, and partner health facilities on employee and student health and wellness protocols.
• Coordinates with campus security offices on safety and security matters.
• Provides administrative and logistical support for school projects and special events.

II. Financial Management Support

• Maintains office financial records and expense accounts to ensure accurate documentation.
• Assists in the preparation of school budget proposals and budget reports.
• Prepares and processes financial documents for approval and submission to the central accounting office.
• Supports the monitoring of collection activities.

III. Records Management Support

• Updates databases and maintains correspondence, documents, and records in a systematic and confidential manner.
• Maintains files and facilitates proper disposal of records in accordance with university guidelines.

IV. Human Resource Support

• Coordinates the routing, submission, and follow-up of human resource–related documents.
• Supports recruitment and the filling of school vacancies.
• Collaborates with supervisors and department or program secretaries to maintain compliant personnel records.
• Provides administrative support for employee development plans.
• Prepares attendance summaries for non-teaching administrative staff.

V. Facilities and Information Technology Matters

• Conducts periodic checks of facilities and coordinates repair or renovation requirements.
• Coordinates facilities needs and monitors inventory of capital and non-capital equipment.
• Coordinates with relevant offices on inventory management and disposal of office equipment and furniture.
• Assists in billing units for classroom usage.
• Provides classroom and logistical support for academic classes and programs.

VI. Performs other work-related tasks as assigned by the immediate supervisor or authorized representative.

Knowledge, Skills, and Abilities:

• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Applications
• Coordination Skills: Ability to proactively coordinate, and manage actions in relation to others
• Records Management Skills: Ability to manage files and records, take minutes and documentation, and keep matters confidential
• Secretarial and Clerical Support Skills: Knowledge of administrative and clerical procedures and systems such drafting of memos and interdepartmental communications, office budget and expenses, etc.
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions
• 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.
• Time Management Skills: Ability to use one’s time and resources efficiently and effectively
• Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology.

Education and Experience Requirements
● Bachelor’s Degree
● With at least 3 years of relevant work experience