Summary of Work Activities and Responsibilities

Under the direct supervision of the Assistant Headmaster for Academics (AHA), the Administrative Assistant IV provides frontline, administrative and financial support in the day-to-day operations of the Office. The position supports the Academic Coordinators, Subject Area Coordinators, Service Coordinators of the Katigbak Educational Media Center, and Grade Level Coordinators.

Main Duties and Responsibilities
I. Administrative Support

Attends to inquiries and requests from stakeholders and visitors from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned Records incoming and outgoing mails and documents for signature when needed. Drafts correspondences such as memos, letters, and lists and submits them for review Routes all documents and materials to appropriate offices and/ or personnel Gathers and updates information in the Ateneo Grade School Manual of Information Encodes and collates information gathered from the different offices Facilitates bookbinding and reproduction of the Manual of Information Receives, processes, and monitors requests for Conference Room reservations Assists in maintaining files and records of correspondences, documents and other materials for the Office in a systematic manner and consistent with the need to protect confidentiality and data privacy o Updates office database, and organizes and disposes files and records (e.g., official receipts, sales invoices, delivery receipts, etc.) according to University guidelines. Attends to logistical requirements of Office meetings, events, and activities, such as reservation of venues, ordering of food, sending of invites to participants, etc. Provides administrative support the School- and University-level events, as may be necessary

II. Support to Academic Affairs
A. Magis Candidates Selection

Coordinates with various Coordinators on the submission of nominations Consolidates data of students nominated for Magis classes in the different grade levels Computes evaluation results of nominated students using prescribed matrix Drafts and distributes letters of results to parents, upon approval of the Assistant Headmaster for Academics Organizes the Magis Orientation for selected students, taking care of all logistical preparations (e.g. venue reservations, food orders, etc.)

B. School Offerings for Advancement and Reinforcement (SOAR) and Summer
Learning Program (SLP) Support

Receives and consolidates accomplished application forms of students and teachers Prepares letters, brochures, application forms, evaluation forms for students and teachers Prepares list of students, makes room assignments and bulletin board displays Monitors payment of students and coordinates with the Bursar Office for issuance of official receipts

C. Instructional Materials Support

Receives and consolidates exam questionnaires and instructional materials from Academic Coordinators and Subject Area Coordinators, and submits to the Assistant Headmaster for Academics for approval Coordinates with supplier for bulk reproduction of learning packets Prepares and processes Purchase Requisition and payment for supplier Assists in the distribution of learning packets by preparing the materials and coordinating with the assigned Messenger

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