Ateneo de Manila University
Ateneo de Manila University

Office Assistant at the Office of International Relations  

Ateneo de Manila University

 
  • Quezon City, Philippines
    Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
    Quezon City
    Metro Manila
    Philippines
    Philippines
  • Full timeFULL_TIME

Expired 4 years ago

2020-01-30T16:00:00+00:00
Job closed.

Job Description

Summary

Under the direct supervision of the Operations Coordinator, the International Relations Assistant assists in:

  • Documenting distribution and information dissemination related to visa and residency concerns of OIR guests within and beyond the Loyola Campus
  • Providing practical guidelines and assistance to students, staff and visiting professors
  • Attending to the international students, faculty, staff and other guests during their stay in the Philippines
  • OIR Programs and processes for Inbound, Outbound, and Special Programs

Responsibilties

  • International Guests Support
    • Assists in processing of all documents required by the guests including visa documents of all OIR guests
    • Assists the visa section of the OIR in the preparation and conduct of the activities including welcoming guests, scheduling of photo and signature capture and release of documents
    • Assists in accommodating visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs
  • Office Support
    • Manages the maintenance of the calendar related to consular application
    • Provides logistical assistance related to preparing and delivering courses, seminars, meetings, and other activities related to visa processing and consular requirements
    • Assists the Visa Section in maintaining office records and reference files related to visiting faculty and visa processing
    • Helps out in ensuring cleanliness and orderliness in the office
  • Monitoring Support: Outbound
    • Assists in organizing, maintaining and updating detailed information on student exchange programs of international partner institutions
    • Assists in preparing and organizing application materials, list of requirements, and practical information for outgoing Ateneo students participating in the Summer Term Abroad (STA)/ Junior Term Abroad (JTA) program or other student exchange or study abroad programs
    • Assists in compiling and in checking the application materials of outgoing students and sends them to the partner international institution via express mail services
    • Photocopies and files copies of the STA/JTA application materials for office tracking
    • Coordinates with outgoing Ateneo students their acceptance packets
    • Coordinates with returning Ateneo exchange students for scheduled information sessions with outgoing Ateneo students
    • Prepares and books the venue for country briefings and cultural sensitivity seminars as instructed by the Coordinator
    • Assists in monitoring and summarizing Activity Evaluation Forms and returning STA/JTA reports of outbound students
    • Collates the original TORs of returning STA/JTA students from partner universities abroad and submits it to the Office of the Registrar
    • Coordinates with returning STA/JTA students regarding the availability of their transcripts and instructs them to follow the validation process
    • Assists in answering/entertaining questions from parents/students for inquiries about the exchange programs
    • Assists in monitoring Outbound database
    • Assists in monitoring the well-being of students (health, security, etc) and reports status to the Coordinator or OIR Director
  • Logistical and Monitoring Support: Inbound
    • Assists in the registration and enrollment process of all incoming exchange students
    • Assists in processing Special Study Permit (SSP) applications and visa extension of all incoming exchange students
    • Assists in coordinating with different Loyola Schools’ departments and units regarding registration, enrolment, ID and campus WiFi application
    • Provides assistance in organizing incoming exchange students’ airport arrival and housing, as instructed by the Inbound Coordinator
    • Assists incoming exchange students with inquiries or needs
    • Accompanies international students, as needed, to hospitals in cases of emergency or severe health problems, as instructed by the Inbound Coordinator
    • Prepares all incoming exchange students’ documents including official acceptance letters and transcript of records and sends them to corresponding partner schools abroad
    • Encodes the database for Inbound exchange students
    • Assists in consolidating all incoming exchange students’ application documents
    • Assists in monitoring the well-being of international students on campus (health, security, etc.) and reports status to the Coordinator or OIR Director
  • Logistical Support: Special Programs
    • Provides logistical support in organizing orientation seminars, welcome socials, tours and other events for incoming special programs students and participants
    • Facilitates the preparation of materials as required by the Special Programs
    • Prepares logistical needs of resource persons and participants
    • Assists the Coordinator for Special Programs in other tasks, as required
  • Routes documents within and outside of the University specially related to visa processing and other documents related to office operations of OVPUGR
  • Performs other related tasks that may be assigned

Minimum Qualifications

  • Bachelor’s degree holder; preferably in Tourism
  • At least two (2) years of relevant work experience
  • Work experience in Customer and International Relations
  • Strong attention to details
  • Good communication and interpersonal skills
  • Proficient in MS Office Applications
  • Ability to work well in team

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/

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About Ateneo de Manila University

The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the 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 and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students. 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. The 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. The 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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