Job description still for revisions.
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 Blue Board 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, Cap Ex 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.

Minimum Qualifications: Minimum Qualifications
Knowledge, Skills and Abilities:
Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
Ability to manage tickets and records, take minutes and documentation, and keep matters confidential
Data Analysis: Ability to organize and analyze data, prepare summaries and reports, maintain databases, and keep files secure.
Service Orientation: Actively looking for ways to help people; Ability to relate with clients, well-pleasing, warm, patient, and respectful in dealing with people
Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; Comfortable with exploring new technologies
Organization and Prioritization of Work: Capacity to know what is more urgent and more important in a particular period given that all tasks in the office are important and urgent
Customer Service Support: Involves leading and managing relationships to ensure desired outcomes are achieved so that the objectives are achieved.
Ability to maintain confidentiality
Education and Experience Requirements:
Bachelor's degree in information technology, engineering, or a related field.
At least 5 years working experience