ATENEO DE MANILA UNIVERSITY

About ATENEO DE MANILA UNIVERSITY

Under the supervision of the Dean and Assistant to the Dean, the Administrative Assistant supports the day-to-day operations of the Office of the Dean for the School of Humanities. The Administrative Assistant also provides logistical support to School events and activities. Responsibilities Secretarial Support to the Dean Monitors the work calendar of the Dean, reminding deadlines and targets, and coordinates appointments and meetings of the Dean Takes minutes of meetings (Dean’s Council meetings, strategic planning sessions, staff meetings, special project meetings, SOH standing committee meetings, SOH ad hoc committee meetings, etc.) Collates materials for meetings of the Dean (Dean’s Council Meeting, SOH Ad Hoc Committee meetings, etc.), and coordinates necessary logistical requirements Initiates presentation and communication materials needed by the Dean Frontline and Administrative Support Serves as the receptionist for the Office of the Dean, attending to visitors, calls and messages from various communication channels (e.g. face to face, online, phone, office email), and forwards such to concerned individuals Receives and screens incoming and outgoing memos and documents, and routes them if necessary Logs, maintains, and safeguards documents, files and records of the Office Assists in the preparation of Research Load Conforme and Monitoring submission of mid-year and terminal reports Assists in handling SOH Endowment Fund by preparing and sending status reports to donors per instructions from the Dean Safekeeps office equipment, and coordinates the necessary repairs Monitors and tracks supplies inventory, and ensures that needed stocks are available Assists in overseeing the physical upkeep of the office Communication and Information Dissemination Oversees posting of materials on the SOH lobby monitor Assists in preparing the letter and sending out the annual evaluation forms to the evaluators; helps in monitoring the submission of evaluations, and sending reminder email, as needed. Assists in preparing memo (using a template) on Third Summer Leave and Long-term Leave Application Drafts content, press releases, feature articles, and/or write-ups for the School, as a way to encourage, involve, and showcase the SOH community Recommends design, layout, and content for SOH collaterals (e.g., brochures, invitation cards, posters, bulletin), whether print or digital, based on the intended communication strategy Coordinates with the SOH Website Coordinator for posting of articles and write-ups Serves as repository of all SOH communication materials Student Search and Student Mobility Support Assists the Dean and SOH Junior Term Abroad (JTA) Coordinator in administrative tasks related to the school’s JTA program Prepares JTA acceptance letters Contacts JTA applicants and schedules interviews with Dean and/or JTA Coordinator Maintains a database of JTA participants and alumni Assists the JTA Coordinator in logistical matters related to JTA orientation sessions, meetings, etc. Coordinates with the Office of International Relations regarding JTA-related matters Facilitates searches for student nominees to various conferences, workshops, student exchange programs, scholarship programs, etc. and coordinates such with various offices in the University Coordinates with departments for lists of top students and /or departmental nominees Contacts qualified students and schedules interviews with the Dean (if necessary) Drafts and submits nomination letters to offices in charge of the search for nominees Events Management Logistical Support Assists the Dean in the organization as well as implementation of SOH events, special projects, workshops and conferences sponsored by the Dean’s Office Coordinates all necessary logistical and program requirements Provides clerical and logistical support during special school activities headed by various SOH committees (e.g. Research and Creative Work, Marketing Committee, Resource Generation Committee, Faculty Social Involvement etc.) Prepares letters, invitations, reports, Blueboard announcements as needed Prepares mail merged letters for accepted Freshmen applicants and the applicants for the Loyola Schools Awards for the Arts. Prepares presentation materials and follows up on notes and reminders as needed Prepares materials as required including typing, photocopying, collating, preparing for routing/ mailing/ posting Performs other reasonable work-related tasks that may be assigned by the Dean and Assistant to the Dean, and authorized representatives. Graduate of any four-year course At least two (2) years of relevant work experience Excellent command of both English and Filipino languages Excellent oral and written communication skills Ability to document proceedings, events, and meetings Creative, design knowledge, and eye for aesthetics Working knowledge of design and presentation applications Proficient in Microsoft Office applications and web platform Attention to detail, organized Must be hardworking, systematic and able to cope well with short deadlines and significant pressure Ability to coordinate and manage multiple projects at the same time Has initiative and can work with minimum supervision Team player with excellent interpersonal skills Previous work experience in the Ateneo de Manila or familiarity with the Ateneo de Manila educational system is an advantage

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