Administrative Assistant

Frontline and Administrative Support

• Serves as the receptionist and 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
• Receives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion
• Prepares, makes and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner
• Assists in the upkeep of all office equipment and rooms, resources, publications, supplies, and all faculty documents
• Conducts inventory of office supplies/resources
• Accurately encodes, sorts, and files office documents and resources such as faculty, department, student data, evaluations, housekeeping tasks, etc. in a structured and organized manner for easy retrieval
• Monitors the condition of furniture, fixtures, and equipment and request repairs or procurement as needed
• Manages the scheduling and reservation of JGSOM Consultation Rooms, including the Bagnani Conference Room, and the Cabochan Seminar Room, ensuring availability for students and faculty upon request
  
  

Office Management Support

• Collects and summarizes relevant data gathered from meetings to support the decision-making process of the Office of the Dean
• Ensures that all presentations by the Dean are properly documented, updated and stored for easier retrieval
• Coordinates with relevant offices to ensure successful execution of dry-runs and live activities
• Arranges online meeting rooms, such as Zoom, Google Meet, or Microsoft Teams and provides basic technical support, such as granting access to attendees, setting up of meeting IDs, etc.
  
  

Logistical Support for Office Activities

• Assists in the creation and dissemination of information, official invitations, marketing collaterals, presentations, 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 University Marketing and Communications Office and the JGSOM Social Media Coordinator and Systems Administrator for publishing of articles, write-ups, and other communication materials to ensure compliance with University guidelines
• Assists in the planning, organizing, and implementing major school events and the activities of the Office of the Dean and by coordinating logistics, managing communications, and ensuring all preparations are completed on schedule
• Prepares materials, equipment, and tokens while ensuring the reservation of venues/conference rooms, catering, and transportation requirements
• Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments
  
  

Budget and Financial Support

• Assists in the tracking and submission of financial reports, including petty cash funds, liquidation reports, reimbursements, financial status, and expense monitoring vis-à-vis the approved office budget
• Maintains ledgers for operational and DCB accounts of the Office where expenses or income are logged to track running balances in real time
• Encodes financial entries and regularly updates various JGSOM Budget accounts
• Handles the preparation and processing of payments for various requests
• Maintains and securely stores the financial records of office transactions
• Assists the Dean's Office in compiling materials and documents required for submission during the budget season
  
  

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

Minimum Qualifications

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
• 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
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention
• Active Listening: Ability to give full attention to what other people are saying, taking time to understand the points being made and asking questions as needed
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Planning and Organization Skills: Ability to do strategic planning, organizing tasks, and managing all resources efficiently to achieve objectives
• Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and other Internet applications
• Time Management Skills: Displays a strong work ethic, adheres to systematic approaches, and manages tasks effectively, even under tight deadlines and pressure
• Proactivity and Innovation: Demonstrates proactive behavior and the ability to work autonomously with minimal supervision, taking initiative to address challenges and pursue opportunities for improvement
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details