**full jd will be sent to shortlisted candidates

Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant Vice President for Undergraduate Education, the Administrative Assistant provides frontline, secretarial, administrative, logistical, and general office management support. This position also provides support on budget and finance management.

I. Essential Duties and Responsibilities

A. Frontline and Secretarial Functions

Attends to visitors, calls, and messages to and from the Office of the AVP-Ued Monitors the work calendar of the AVP-UEd, reminding those concerned of deadlines and targets, and coordinating appointments and activity schedules Coordinates the calendar of activities of the various offices that report to the AVP-UEd Arranges and confirms appointments of the AVP-UEd as requested by students, parents, faculty, department chairs, etc. regarding academic concerns and other inquiries Schedules appointments for students called by the AVP-UED Manages logistical arrangements for meetings and in-house or off-site activities (e.g., deliberation meetings on bridging students, office R&R, team-building activities, Office planning, spiritual activities, etc.) Preparation of office memos and correspondence Coordinates with relevant offices for the dissemination of various letters and memos from the AVP-UEd Maintains the Office Bulletin Board and arranges for the online posting of information regarding academic matters (e.g., announcements on the Student Blueboard, email blasts, etc. Develops and maintains the Office micro site Updates the office page on the ADMU website

B. Graduation-Related Responsibilities

Coordinates with the academic regalia provider and the Office of the VPHE for the academic gowns to be used by faculty and students during academic convocation and commencement exercises Takes charge of the preparation and distribution of graduation invitations and memos to the graduating students

C. Records Management

Maintains and safeguards a consistent office filing system Maintains and safeguards files of currently enrolled undergraduate students, ensuring records are tracked and organized

D. Reports and Publications

Copy edits and proofreads reports prior to publication Obtains necessary data and summarizes information gathered for the AVP-UEd’s reference

E. Inter-Office Coordination

Assists the AVP-UEd in coordinating the responsibilities and activities of the offices under the Undergraduate Sub-Cluster: Office of Curriculum Development and Integration, Office of Admission and Aid, Office of Student Affairs and Services

F. Support for Planning and Evaluation

Provides logistical support for the regular planning activities of the Undergraduate Education Sub-Cluster Monitors the accomplishment of cluster-wide goals and performance indicators

III. Fiscal Duties and Responsibilities

Collates the yearly budget requests for new equipment, major and minor improvements, and office supplies and expenses Processes and coordinates financial requests of the Office, evaluating them vis-à-vis the budget allocation

C. Checks and confirms bills and other statements of account before payment

D. Prepares Order for a Check, Petty Cash Vouchers, and requests for Budget Transfers

III. Performs other functions as may be assigned by the AVP-UEd