Summary of Work Activities and Responsibilities:
The Administrative Assistant VI provides frontline, administrative, financial and logistical
support for the day-to-day operations and academic-related matters of the Office of the
Associate Dean for Academic Affairs (ADAA).

Main Duties and Responsibilities:
I. Frontline and Administrative Support

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 Receives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion Prepares, makes and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner Assists in the upkeep of all office equipment and rooms, resources, publications, supplies, and all faculty documents Monitors availability of parking slots and prepares car passes/stickers for faculty

II. Office Management Support

Assists the ADAA in preparing presentations and reports by gathering and organizing data, materials, and relevant information from various sources Provides support to the Standards Committee by organizing meetings, preparing agendas, recording minutes, and coordinating communications between committee members Assists the Admissions Committee in the evaluation of transcripts of new students to determine compliance with admissions requirements

III. Faculty Support

Coordinates the schedule of classes based on faculty loading and availability Assists in assigning classrooms to the core and elective subjects by reviewing the faculty’s availability/schedules and course schedules vis-à-vis classroom availability Reproduces, collates, and binds class reference materials for distribution to students or for faculty use Communicates class schedules, announcements, and important deadlines to students to ensure accurate and up-to-date class schedules are disseminated through appropriate channels Ensures timely submission of grades by following up with faculty, by regularly checking for pending submissions and sending reminders before deadlines Administers and encodes faculty evaluations by distributing evaluation forms or providing access to digital platforms

IV. Logistical Support for Office Activities

Disseminates information and marketing collaterals about the school’s programs and activities through the website, email, and/or print channels, and addresses inquiries accordingly Prepares materials, equipment, and tokens while ensuring the reservation of venues/conference rooms, catering, and transportation requirements Monitors event attendance and prepares detailed reports to track participant turnout and engagement Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments Prepares and monitors regular and timely submission of beadle sheets Assists in the administration of exams

V. Budget and Financial Support

Drafts, submits, and tracks financial reports, including petty cash funds, liquidation reports, reimbursements, financial status, and expense monitoring vis-à-vis the approved office budget Maintains and securely stores the financial records of office transactions Assists the Office in compiling materials and documents required for submission during the budget season