Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant to the VP for DITS / IT Governance Head, the Administrative Assistant shall perform clerical and office management tasks in accordance with the OVP DITS mandate and guidelines and University policies and processes such as internal and external communications, finance management, logistical administration and assistance in personnel management.

Main Duties and Responsibilities

Communication

The Administrative Assistant shall be the main point person for internal and external communications of the office, specifically:

As the first point of contact for the OVP DITS, handles inquiries received through the various communication channels including the dedicated local / mobile numbers and DITS office email. As the official custodian of the OVP DITS email account, sends out BlueBoard announcements and other official communications, maintains the filing system of the assigned Google Drive Prepares drafts of correspondence Disseminates information such as internal memos, office guidelines and event reminders Maintains the DITS Cluster page in the University Website

Finance Management Support

Assists in the processing, monitoring and reporting of office-related budget and expenses:

Prepares year-end utilization report as reference for budget planning Initiates the payment processing by preparing Purchase Requisition (PR) or Request for Payment for supplies, communication, repairs and maintenance, CapEx items, miscellaneous expenses, staff development and others. Regularly updates the expense trackers Handles the petty cash of the office from request, routing for approval, utilization and liquidation Prepares other financial reports and summaries, as needed

Office Operations and Clerical Support

As overall coordinator for office operations, provides administrative support for office management functions, specifically:

Prepares logistical requirements for meetings, staff development and other activities of the office and cluster Manages office supplies and equipment by maintaining the inventory, filing of requests for office equipment for repair or replacement, initiates job orders for tasks which requires the assistance of CFMO Assists in personnel management such as attendance monitoring, tracking of staff development activities and training Receives and routes documents for approval and signature of authorized personnel Manages the DITS Office and Cluster calendar Coordinates with other departments as required

Other tasks

May be assigned to coordinate special projects May represent the office or cluster in committees for University-wide activities.

Performs any other duties as may be required by the position in accordance with the instructions and guidelines of the supervisor and authorized personnel.