Summary of Work Activities and Responsibilities:

The Administrative Assistant IV provides frontline, administrative, logistical, and office management support for the day-to-day operations of the Center.

Main Duties and Responsibilities:

I. Frontline and Administrative Support

Attends to all incoming mail and outgoing official communication and packages of the CCE. Sorts, records, and organizes packages based on set categories and instructions. Ensures that all the documents are properly distributed and treated with utmost confidentiality. Encodes, sorts, and files documents in an organized manner, as may be assigned. Coordinates the delivery and pick up of materials (e.g., documents, parcels, payments, and other office items) as per job order, on-campus and off-campus, including to partner institutions/individuals. Prepares materials for routing and sorts them according to the delivery instructions. Maintains communications with senders and recipients. Obtains signatures and receives copies and records information to received and delivered materials. Observe required special procedures in handling deliveries of confidential documents and payments. Maintains an accurate record of daily activities (e.g., a summary of tasks, delivery receipts, JRS and Consignia, etc.). Conducts weekly inventory of pantry and office supplies for stock replenishment. Canvasses potential suppliers for office supplies, and provides recommendations for purchases based on data gathered (e.g., previous costs, supplier prices, etc.) in coordination with the Central Purchasing Office. Coordinates and attends to the logistical requirements of CCE-sponsored activities and events (e.g. Eucharistic masses, First Friday Mass, Ash Wednesday Mass, gatherings, etc.). Disseminates information about the events through the website, email, and/or print channels, and addresses inquiries accordingly. Prepares materials/equipment, reserves venues, secures participation, and arranges food catering and transportation requirements Tracks event attendance and prepares detailed reports on financial expenses and budget utilization.

II. Budget and Financial Support

Supports the Collections and Finance team in delivering Statement of Accounts (SOA) and collecting payments. Checks the SOAs/Official Receipts (OR) for delivery including all needed attachments (e.g., COA/Goods Receipt/P.O. labeling), following a checklist. Arranges with courier service the dispatch and pickup of materials to and from clients. Collects check payments from clients. Deposits collected checks, emails deposit slips to the Bursar, and updates internal records/monitoring lists accordingly. Assists in scanning, renaming, uploading ORs, and updates and files internal records in an organized manner (e.g., bills payment, CAS SOA monitoring). Assists in responding to SOA, OR, and payment collection queries. Manages, submits, and tracks financial reports, liquidation reports, reimbursements, financial status, and expense monitoring ensuring all receipts and documentation are accurately recorded, matched, and filed before submission to the Central Accounting Office. Liquidation of course-related expenses by sorting and pasting the ORs accordingly for submission to CAO. Maintains and securely stores the financial records of office transactions.

III. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative