Administrative Assistant for the Dean, Quezon City

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 Deans 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
• Coordinates with various offices in obtaining and gathering data while ensuring integrity and confidentiality at all times with the Data Protection Policy of the University
• Disseminates information and regularly updates stakeholders on the latest reports, key performance indicators, and developments related to the Universitys strategies, rankings, and accreditation standings
• Tracks and follows up on data submission from various units to ensure timely delivery, completeness and accuracy of required information ensuring compliance with internal timelines and external accreditation deadlines
• Assists in monitoring developments in local and international accreditation bodies such as CHED, identifying areas for process improvements

III. Logistical Support for Office Activities

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