Administrative and Data Protection Assistant  

Summary of Work Activities and Responsibilities:

The Administrative and Data Protection Assistant 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
• 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

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 two (2) years of relevant work experience
• Background in data privacy/protection is an advantage