Administrative Assistant
Community and Family Services International
Total years of experience :28 years, 0 months
Recruitment and Selection
o Assisted in the development of the recruitment process
o Monitored the status of all vacancies in the headquarters and field offices, specifically project teams, in close coordination with administrative staff in field offices
o Set, scheduled, and conducted interviews of new applicants
o Prepared, in coordination with the Director for Finance and Administration or Unit Head, the contracts of staff and consultants
o Maintained personnel files of all staff, interns and consultants (previous and current)
o Kept the roster of emergency response staff including previous, current and potential employees
o Assisted and monitored the exit clearances of outgoing staff
o Organized and carried out orientations for new staff and interns
Compensation and Benefits
o Assisted in the development of strategic compensation and benefits policies and plans, including alignment of performance evaluation systems
o Reviewed the CFSI Personnel Policies and other policies and procedures, and raised issues to the Director for Finance and Administration
o Administered, monitored and updated the compensation and benefits of staff
o Facilitated support services to the staff including enrollment, update, or change of status for the following: relevant government agencies, insurance (both local and international) and Health Maintenance Organization
o Maintained records of staff vacation leaves and sick leaves
o Effectively communicated the compensation and benefits to staff, including updates from relevant government agencies
o Coordinated with the Finance Unit in the processing of payments due government agencies and contractors.
o Provided support on benefit claims
o Took over the payroll for headquarters and field offices (deductions, tax, etc..) and updated the payroll system
Performance Management, Training and Development
o Led the roll-out and facilitation of performance evaluations for new staff and current staff
o Monitored the performance evaluation report
o Proposed appropriate training contractors, negotiated with contractors, and oversaw facilitation of training programs
Information Management
o Continuously updated and further developed the CFSI Information Management System, including inter alia, the various mailing lists (in close coordination with the Development Officer), bulletin boards, and calendars
o Ensured the proper management of the Archives (hard and electronic copies), including those in other offices
o Maintained the chronological communication logbook
General Office Administration
o Developed and ensured the implementation of general office policies/guidelines, in close coordination with Heads of Office and administrative staff
o Arranged for international and domestic travel arrangements for all staff in headquarters and in the field offices, including travel authorization forms, requests for Daily Subsistence Allowance and emergency funds for the Senior Management Team
o Facilitated the visits of external consultants and officials
o Provided clerical services and administrative support to the Senior Management Team
o Maintained the Petty Cash Fund for Urban Refugee Project
o Acted as the front line staff in CFSI Headquarters, providing support to guests, visitors, and clients
o Extended assistance to the Director for Philippine Programme and the Director for Viet Nam Programme
o Fulfilled administrative and other pertinent duties as assigned by the Executive Director and/or his appointee
o Worked as event coordinator for special occasions
Works under a minimum supervision, directs and coordinates the efforts of the College of Engineering Dean’s office, Chair’s offices and Student assistants in accomplishing the day-to-day functions and responsibilities of the College of Engineering. These functions require a myriad of harmonious interactions with offices at both University and Department levels. In accomplishing this, must develop and maintain a thorough knowledge of the organization and operation of the University at all levels. Interpret University Academic policies and directives and assists the Dean in developing College of Engineering policies, directives and procedures which will insure proper and timely compliance. Must acts as the College of Engineering focal point for gathering and disseminating appropriate and useful information regarding University procedures.
Undergraduate advisement, registration and course scheduling for COE
o Works closely with the Dean and Department Chairs
o Coordinates with the Registrar’s office
o Maintains course offerings in database
o Updates all study plans and pre-requisite issues relating to offered courses
o Processes credit transfer, permission forms for restricted course enrollment
o Coordinates room reservations for college constituents
o Collects and processes internships, over-rides and hold forms
o Creates and implements internal college forms
College of Engineering recruitment coordination
o Organizes faculty recruitment applications into database
o Corresponds with faculty applicants
o Arranges faculty Skype interviews
Management of payroll functions
o Oversees preparation of forms and documentation of COE employees
o Assists Dean of COE certify payroll for employees
o Maintains COE petty cash account balance
Accomplishes various administrative tasks, which ensures the smooth operation of the College of Engineering
o Handles faculty travel request with the College
o Processes proposals, conference and evaluations by faculty within the College
o Organizes events/ functions including catering orders and special invited guests
o Supervises subordinate student assistants
o Performs other duties as directed by the Dean, Chairs and Faculty
o Runs queries and review analysis using database software
o Monitors COE assets and property
o Maintained and updated students’ and faculty databases
o Prepared department presentations
o Executed a wide variety of details that involve direct mail, email broadcast campaigns, college events, student communications and other college plans
o Implemented project management system for documenting and tracking activities
o Coordinated and managed multiple priorities and projects
o Scheduled appointments and maintained accurate, up-to-date confidential files
o Prepared all kinds of reports that were helpful in the college’s growth
o Filing & data archiving (manually/ computerized); e-documents
o Attending Telephone Calls
o Maintains faculty personnel files
o Prepare circulations and memorandums for office communication
Other jobs include:
• Worked with the Rector roughly 30 days in every year from 2007 - 2010(replacing the Secretary while he was on vacation)
• Working in Human Resources and Quality Assurance when COE department takes over it (from June 2008 to January 2009)
• Assisted the Marketing Team in coordinating various integrated communication and marketing activities
• Provided direct marketing support to the Managers'; contributed to and developed marketing plans and strategies
• Managed the production of a wide range of marketing communications; supervised the production or implementation of marketing materials such as flyers, leaflets, brochures, promotional items; arranged for the effective distribution of such
• Maintained and updated customer databases
• Monitored competitors' pricing and activities
• Implemented project management system for documenting and tracking activities
• Responsible for everyday correspondences such as post, emails, faxes, etc…
• Responsible in the demand creation of the company's dental products through coverage of target doctors, hospitals, key drugstores, and industrial accounts
• Presented to doctors and practice staff
• Organized group events for healthcare professionals, as well as working with doctors on a one-to-one basis
• Built and maintained positive working relationships with medical staff and supporting administration staff
• Managed budgets for marketing activities held in hospitals, seminars, etc.
• Kept detailed records of all contacts and their available schedules
• Planned work schedules and weekly and monthly timetables; worked with the area sales manager
• Kept up with the latest clinical data supplied by the company and interpreted, presented and discussed these data with health professionals during presentations
• Monitored competitor activity and competitors' products
• Developed strategies for increasing opportunities to meet and talk to contacts in the dental and healthcare sector
• Stayed informed about the activities of health services in a particular area
• Worked with team managers to plan how to approach contacts and created effective business plans for making sales in a particular area