Summary of Work Activities and Responsibilities
Under the direct supervision of the Director, the Administrative Assistant attends to the day-to-day administrative requirements of the University Residence Halls and the Director. This position also provides back-end support on budget and finance management
I. Office Management Support

Oversees the work calendar of the Director, coordinating appointments, meetings, and events Keeps track of the various committees chaired by the Director and sends reminders for meetings and schedules Takes minutes of the meetings to document significant and important points, including the action items to each individual, when necessary Oversees logistical arrangements for meetings, programs, and events organized by or on behalf of the Director Serves as frontline staff of the University Residence Halls, attending to and screening visitors, correspondences, and packages for the Director Attends to inquiries and requests from stakeholders and visitors from various communication channels and coordinates the flow of information internally and with other offices concerned Secures and/or prepares documents, materials, data/report needed by the Director, and summarizes these, as may be necessary Drafts correspondences, letters, and memoranda to various offices for the Director Screens incoming correspondences for their appropriate disposition Receives, files, maintains, and updates Office records, mails, and other communication materials Prepares, reproduces, and/or collates relevant documents and materials Creates and implements individualized filing system Collects, sorts, and routes various letters, correspondences, records and other related matters for distribution to persons concerned in various units

II. Budget and Finance Management Support

Assists the Director in consolidating the materials needed for the University Residence Halls budget Collates all the financial materials needed for the preparation of the University Residence Halls budget, including the achievement of the occupancy targets Receives, consolidates, and monitors submission of purchase and inventory reports, and prepares an annual summary of all submitted reports Monitors the University Residence Halls budget accounts Prepares the necessary budget transfers, realignments, and account reclassifications Monitors expenses and disbursements of the University Residence Halls, ensuring that it is within approved budget Recommends to the Director budget adjustments, as needed

Reviews the collection reports and accounts for all collected and outstanding balances on a monthly basis, for endorsement to the Director

Checks the Billing/Statement of Accounts prepared by the Office Assistant for Collections and Inventory Support and for any liabilities and accountabilities, for approval of the Director

Serves as the Office’s first approver in the CAO Payment System

Assists Ateneo Resident Students Association Finance Officer in managing their budget and finances

III. Purchase and Inventory Management

Negotiates for 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 ePurchase Request System

Manages the University Residence Halls inventory of assets and supplies, ensuring that the items are properly stored and accounted for

Monitors and ensures that the inventory masterlist is accurate and regularly updated