Administrative and Data Protection Assistant

Job Description

Job Description The Administrative and Data Protection Assistant VI assists in the day to day operations of the Office and performs administrative as well as secretarial responsibilities. This position also gathers information pertaining to data privacy as may be required by the position. Main Duties and Responsibilities: I. Frontline and Secretarial Support Serves as the receptionist and 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 Receives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner Disseminates information on conferences, schedules, and deadlines and sends reminders to the Director and other relevant stakeholders Oversees and manages the calendar, meeting, and appointment schedules of the Director and the Office Takes minutes of meetings and documents key discussions, agreements, and action points Serves as the communication link between the UDPO and other University offices, employees, students and other stakeholders II. Resource Management Support Oversees the physical upkeep of the office and ensures that job orders for various equipment repair and maintenance services are properly coordinated Monitors the use of office supplies/equipment, and ensures that these are replenished, properly stored, and in good working condition Monitors the inventory of office supplies and resources regularly Orders and purchases office supplies/equipment Assists the Director in maintaining and tracking the Office’s and the sub-cluster’s financial resources, monitoring the expenses vis-à-vis the budget Prepares a monthly and annual budget summary of expenses Assists in preparing annual budget requests for the Office by preparing the necessary documentation Verifies statements of account before processing the payment Keeps financial records and expense accounts of the Office to ensure that financial documents are properly supported III. Research and Writing Assistance Assists the Director in report preparations, presentations, and submissions to the National Privacy Commission and other relevant government agencies by gathering and consolidating data and supporting materials Drafts periodic reports for the review and approval by the Director Maintains a monitoring system for the UDPO’s accomplishments and outputs Drafts articles and materials for the Office website, accomplishment report, and information awareness initiatives of the Office Performs documentation and various writing-related tasks for the Office IV. Coordination and Logistical Support Handles coordination and logistical support requirements for meetings and activities headed/organized by the office Prepares materials, reserves venues, orders food, and coordinates arrangements for guests of the office (e.g. parking slots, entry, egress, etc.) Communicates with the staff of other schools, companies, non-government organizations, and government entities in connection with the implementation of various events and activities V. Records Management Support Maintains files and records of correspondences, documents, and other materials for the Office in a systematic manner and consistent with the confidentiality requirements VI. Performs other work-related tasks as may be required by the immediate supervisor and any authorized representative Minimum Qualifications Knowledge, Skills, and Abilities: Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Applications Coordination Skills: Ability to proactively coordinate, and manage actions in relation to others Records Management Skills: Ability to manage files and records, take minutes and documentation, and keep matters confidential Secretarial and Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology Research and Technical Writing Skills: Ability to conduct research, prepare technical and written documents, and manage information systematically and accurately Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details Bookkeeping: Ability to apply basic accounting and bookkeeping principles, standards, practice, and regulations, in the delivery of tasks Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction Time Management Skills: Ability to use one’s time and resources efficiently and effectively Education and Experience Requirements: Bachelor’s degree At least one (1) year of relevant work experience Background in data privacy/protection is an advantage Fresh graduates are also accepted Jobs Summary Job Level Entry Level / Junior, Apprentice Job Category Administration and Coordination Educational Requirement Bachelor's degree graduate Recruiter response to application Once in a while Office Address Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines Industry Higher Education / Academia Vacancy 1 opening Website http://www.ateneo.edu/ Feel secure when applying: look for the verified icon and always do your research on a company. Avoid and report situations when employers require payment or work without compensation as part of their application process. Report this job About Ateneo de Manila University Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals. 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