Programme Associate  

The Programme Associate serves as secretariat support for the Office of International Relations (OIR) and bridges communication between OIR and the Office of the Vice President for University and Global Relations (OVPUGR).

This person manages the OIR Director’s appointments and deals with inquiries for meetings and other concerns in an efficient, accurate, and polite manner according to University and set UGR-OIR standards and guidelines. S/he is supervised by the OIR Director and ensures communication among the Inbound, Outbound, and Special Programs coordinators.

Main Duties and Responsibilities

1. Monitors, tracks and manages all agreements with partner universities and coordinates renewal and approval of these contracts for arching (both soft and hardcopies) in an orderly and accessible system.
2. Manages the database of Memoranda of Understanding/Agreement with partner universities and organizations and tracks activities undertaken with each partner university and provides various University offices/units with data from such database, as required.
3. Attends to the management of programs engaged in by the Ateneo de Manila University through the OIR (Erasmus, SHARE, AIMS, etc). This includes tracking, recording, and simple bookkeeping;
4. Attends to management of internship programs abroad in coordination with the Outbound Coordinator and coordinates with the Placement Office for internships for Inbound exchange students in coordination with the Inbound Coordinator.
5. Attends to inquiries from abroad about partnerships, school visits, and meetings with Ateneo administrators and faculty in coordination with the OIR Director;
6. Manages the appointments of the OIR Director;
7. Coordinates all the preparations and requirements for meetings including assisting in the preparation and distribution of documents and materials to be used in meetings, preparation of refreshments and meals and tokens for visitors;
8. Provides frontline support for all campus visits and meetings with representatives from partner universities and offices within and outside of the Ateneo.
9. Documents all meetings engaged in by the OIR Director and Coordinators by taking minutes for future reference and ensures that action points are taken and followed through.
10. Monitors the OIR email and endorses pertinent communication to appropriate recipients within the office and the University in a systematic and timely manner.
11. Attends to the drafting and sending out of correspondences for the OIR, digital or otherwise, to partner universities and offices within and outside of the Ateneo. Liaises, where necessary, with couriers.
12. Performs other tasks as may be assigned by the OIR Director

Education and Experience Requirements:

• Bachelor’s Degree
• Proficient in MS Office applications
• 2 years work experience in a similar organization is ideal

Knowledge, Skills and Abilities:

• • Excellent coordination skills
  • Flexible, able to adapt to variety of work settings
  • Diplomatic and sociable, able to interact well with people from different backgrounds and nationalities.
  • Able to produce output in a consistent and timely manner.
  • Can work well with a team