Administrative Assistant Vi | Office Of Campus Ministry  

Summary of Work Activities and Responsibilities

Under the supervision of the Director of the Campus Ministry Office, the Administrative Assistant VIassists in the day-to-day operations of the Office of Campus Ministry by providing administrative, logistical, financial management support to ensure the smooth run of the spiritual programs and activities.

Main Duties and Responsibilities

I. Frontline Duties and Administrative Support

• Attends to office communications (incoming and outgoing) letters, memos, mails, emails
  • Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner
• Oversees and manages the calendar, meeting, and appointment schedules of the Director
• Handles coordinator and logistical support requirements for meetings
  • Prepares materials, reserves venues, and orders food for meetings headed/organized by the Office
  • Coordinates arrangements for guests of the Office (e.g. parking slots, entry, egress, etc.)
• Oversees the physical upkeep of the office and coordinates job order requests with the Central Facilities Management Office for repair and maintenance
• Ensures that office and program supplies/resources are replenished, properly stored, and in good working condition
• Serves as attendance custodian of the Office
  • Faciliates processes related to ohrmod (e.g. absence reports, leave applications, credits and conversion, hiring, performance evaluation and promotion) and to employee development

III. Budget and Financial Management Support

• Works closely with the Director in preparing the budget proposal of the Office for the fiscal year, and initially drafts the budget reports based on the Office's financial trends and needs
  • Prepares financial documents such as Budget Proposals and Forecasts, Order for Check, Petty Cash Replenishment, Cash Advance Requests, Budget Transfers, Reimbursement of Expenses, Summary of Expenditures Requisitions, etc. and routes for necessary approvals
• Prepares and processes all financial-related transactions for the implementation of the different spiritual programs and activities, with the approval of the Director
  • Processes requests for check, payables, and cash disbursement (e.g. stipend of priest, honorarium of facilitators and speakers, etc.)
• Assists budgetary requirements for Integrated Ateneo Formation (InAF) program in close coordinator with respective Campus Ministers
• Collects and records mass collections & daily expenses, deposits, mass collections to the Bursar, and prepares sumaries of mass collections/donation reports

III. Logistics and Activities Support

• Assists the Campus Ministers and the Chaplains in various logistical preparations pertaining to the implementation the different spiritual formation programs and activities
• Reminds priests of their assigned schedules and looks for possible replacements as needed
  • Serves as faith-sharing facilitator and provides general support during the actual run of the programs and activities as needed
  • Designs promotional materials and collaterals for employee retreats, as needed
• Serves as Rupert Meyer Library Custodian:
  • Facilitates the release and receiving of borrowed RML materials, mass kits, and office equipment
  • Monitors and regularly conducts inventory of all Rupert Meyer Library materials and equipment

IV. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative

Knowledge, Skills and Abilities

• Exposure in planning, organizing and budgeting
• Proficient in MS Office applications
• Working knowledge in Spiritual Formation and Parish Ministry, an advantage
• Has good command of spoken and written English and Filipino

Education and Experience Requirements

• Bachelor’s Degree holder preferably in a Business-related course
• Has 3 years of relevant work experience in secretarial and bookkeeping work