Administrative Assistant VI, Makati

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.