Administrative Assistant | University Residence Halls  

Under the direct supervision of the Director, the Administrative Assistant attends to the day-to-day administrative requirements of the University Residence Halls (URH) and the Director. This position also provides back-end support on budget and finance management.

Main Duties and Responsibilities

I. Office Management Support

• Oversees the work calendar of the Director, coordinating appointments, meetings, and events
• Serves as frontline staff of the University Residence Halls, attending to and screening visitors, correspondences, and packages for the Director
• Receives, files, maintains, and updates Office records, mails, and other communication materials

II. Budget and Finance Management Support

• Assists the Director in consolidating the materials needed for the URH budget
• Monitors the URH budget accounts
• Reviews the collection reports and accounts for all collected and outstanding balances on a monthly basis, for endorsement to the Director
• Assists Ateneo Resident Students Association (ARSA) Finance Officer in managing their budget and finances

III. Purchase and Inventory Management

• Negotiates a reasonable price for supplies to be purchased, in coordination with the Office Assistant for Payments and Purchasing Support
• Serves as the Office’s first approver in the CPO ePurchase Request System
• Manages the URH inventory of assets and supplies, ensuring that the items are properly stored and accounted for

IV. Performs other tasks as may be assigned by the immediate supervisor or an authorized representative

Knowledge, Skills, and Abilities

• Knowledge of Bookkeeping, basic finance, and budget management
• Proficient in MS Office, particularly Excel, and other Google Suite applications
• Knowledge and skills in records management and safeguarding confidential records
• Excellent organizational, planning, and time management skills
• Good command of the English language (both oral and written communication)
• Good interpersonal and client service skills
• Strong attention to details

Education and Experience Requirements

• Bachelor’s degree
• At least 3 years of relevant work experience