Administrative Assistant IV
Center for Continuing Education
Graduate School of Business
Higher Education
Summary of Work Activities and Responsibilities
The Administrative Assistant IV provides frontline, administrative, logistical, and office management support for the day-to-day operations of the Center.
Main Duties and Responsibilities
I. Frontline and Administrative Support
- Attends to all incoming mail and outgoing official communication and packages of the CCE.
- Sorts, records, and organizes packages based on set categories and instructions.
- Ensures that all the documents are properly distributed and treated with utmost confidentiality.
- Encodes, sorts, and files documents in an organized manner, as may be assigned.
- Coordinates the delivery and pick up of materials (e.g., documents, parcels, payments, and other office items) as per job order, on-campus and off-campus, including to partner institutions/individuals.
- Prepares materials for routing and sorts them according to the delivery instructions.
- Maintains communications with senders and recipients.
- Obtains signatures and receives copies and records information to received and delivered materials. Observe required special procedures in handling deliveries of confidential documents and payments.
- Maintains an accurate record of daily activities (e.g., a summary of tasks, delivery receipts, JRS and Consignia, etc.).
- Conducts weekly inventory of pantry and office supplies for stock replenishment.
- Canvasses potential suppliers for office supplies, and provides recommendations for purchases based on data gathered (e.g., previous costs, supplier prices, etc.) in coordination with the Central Purchasing Office.
- Coordinates and attends to the logistical requirements of CCE-sponsored activities and events (e.g. Eucharistic masses, First Friday Mass, Ash Wednesday Mass, gatherings, etc.).
- Disseminates information about the events through the website, email, and/or print channels, and addresses inquiries accordingly.
- Prepares materials/equipment, reserves venues, secures participation, and arranges food catering and transportation requirements
- Tracks event attendance and prepares detailed reports on financial expenses and budget utilization.
II. Budget and Financial Support
- Supports the Collections and Finance team in delivering Statement of Accounts (SOA) and collecting payments.
- Checks the SOAs/Official Receipts (OR) for delivery including all needed attachments (e.g., COA/Goods Receipt/P.O. labeling), following a checklist.
- Arranges with courier service the dispatch and pickup of materials to and from clients.
- Collects check payments from clients.
- Deposits collected checks, emails deposit slips to the Bursar, and updates internal records/monitoring lists accordingly.
- Assists in scanning, renaming, uploading ORs, and updates and files internal records in an organized manner (e.g., bills payment, CAS SOA monitoring).
- Assists in responding to SOA, OR, and payment collection queries.
- Manages, submits, and tracks financial reports, liquidation reports, reimbursements, financial status, and expense monitoring ensuring all receipts and documentation are accurately recorded, matched, and filed before submission to the Central Accounting Office.
- Liquidation of course-related expenses by sorting and pasting the ORs accordingly for submission to CAO.
- Maintains and securely stores the financial records of office transactions.
III. Performs other duties as may be assigned by the Immediate Supervisor, or any authorized representative.
Knowledge, Skills, and Abilities
- Bookkeeping: Knowledge basic Accounting principles, accurately tracking expense, monitoring cost.
- Purchasing and Inventory Process: Knowledge of procurement and inventory process. Ability to canvas and analyze most cost-efficient materials, analyzing price comparisons vis-à-vis value for money.
- Organization Skills and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes and multiple tasks, according to importance and urgency; exhibits keen attention to detail and ensures tasks are completed in a timely manner.
- Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, office budget and expenses, etc.
- 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.
- Logistical Coordination: Ability to ensure smooth execution of events and activities by managing logistics effectively.
- Time Management Skills: Ability to effectively manage multiple tasks and meet deadlines within specified time frames.
- Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and possesses basic skills in managing websites, contributing to online presence, creating presentations and content management.
- Data Entry and Management Skills: Proficiency in encoding and updating tracking systems accurately.
- Problem Solving Skills: Ability to address and resolve any issue/s related to purchasing or logistics.
- Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate time.
- Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas.
- Service Orientation: Actively looking for ways to help people.
- 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
- Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment
Education and Experience Requirements
- Graduate of any Bachelor’s Degree
- With at least 2 years of relevant clerical work experience
Stakeholder Relationship
Internal Stakeholders
- Students and employees: functions as the frontline administrative support for all students and employees seeking assistance
- Collections and finance team: coordinates with the facilitation and collection of payments of clients and stakeholders
External Stakeholders
- Visitors: engages by attending to inquiries and requests
- Courier services: coordinates arrangement and processing of deliveries
- Suppliers: coordinates on logistical requirements of office events and purchases for office supplies