The Administrative Associate provides comprehensive administrative support to the Executive Vice President in office operations. This role involves handling database management, following up on daily security and safety incident reports, providing administrative support to daily coordinating meetings with ten (10) offices under the EVP Office, and assisting in the innovation initiatives of the EVP Office. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple tasks efficiently.
Key Responsibilities:
- Administrative Support:
Assist the EVP in daily office operations, including scheduling meetings, managing calendars, and coordinating travel arrangements to campuses and other facilities of the University.
Prepare and edit correspondence, communications, presentations, and other documents as required.
Handle incoming and outgoing communications, ensuring timely responses and follow-ups.
- Database Management:
Maintain and update databases relevant to the EVP Office, ensuring the accuracy and confidentiality of information.
Generate regular reports and summaries from databases for the EVP's review.
- Daily Reports and Follow-up:
Consolidated Security and Safety Incident Reports i. Receive, review, and document daily security and safety incident reports submitted to the EVP Office.
. Ensure all incident reports are accurately logged in the database with all relevant details, including date, time, location, persons involved, and a brief description of the incident.
. Prioritize incidents based on severity and potential impact and ensure timely actions and responses are initiated. iv. Coordinate with the University's Chief Security and Safety Officer and the Clinic staff of each campus to gather additional information or clarification as needed.
. Follow up on the status of each incident to ensure that appropriate measures and Response Codes are taken and completed within a specified timeframe.
. Prepare and distribute detailed incident summaries and action plans to relevant offices, as instructed by the EVP, to security and safety teams, clinics, and other affected offices and units.
. Maintain a comprehensive and confidential archive of all incident reports and related correspondence in coordination with the University Archives.
Consolidated University Facilities Management: i. Manage the EVP database for the intake and documentation of facility damage reports from various campuses and properties of the University.
. Conduct preliminary assessments of reported damages to determine the urgency and scope of required, and forward urgent ones to the EVP and PPO Director.
. Coordinate with the Physical Plant Office staff, Purchasing Office, and other relevant units responsible for the upkeep of facilities to ensure prompt resolution and repairs of routine reported damages.
. Assist in tracking and monitoring the progress of all works and projects under the oversight of the EVP in the online database and graphs, ensuring that timelines and quality standards are met.
. Ensure all facility damage reports and related repair documentation are systematically organized and accessible for review and auditing.
. Assist the EVP in preparing the monthly reports summarizing incident trends, response effectiveness, and areas for improvement.
- Office Coordination:
Coordinate and liaise with other offices under the supervision of the EVP Office to ensure smooth operations; this includes Physical Plant Office (PPO), Campus Clinics, CCTV Operations, Safety and Security, CCFC & Martin Hall Operations, UITO, iCommP, Strategic Communications, Purchasing Office, and University Archives.
Take documentation minutes of all meetings conducted by the EVP and ensure the filing of action points for implementation and monitoring.
Manage office supplies and equipment, ensuring optimal functionality and availability
Job Type: Full-time
Schedule:
* 8 hour shift
