Admission Officer  

Summary of Work Activities and Responsibilities:

The Admission Officer is responsible primarily for handling advertising of the SHS to prospective applicants and the general public as well as handling day-to-day communication with applicants from the pre-application up to the decision and appeal stages. The Admission Officer will also oversee the management of applications through the online application portal. He/She will report directly to the OAS Coordinator.

The addition of an Admission Officer (primarily for communication and marketing) will contribute to the improvement of the service delivery of the OAS to applicants and the general public, and may contribute to the projection of the unique identity of the ASHS among prospective applicants. Hopefully this will in turn contribute to being able to meet enrollment targets in terms of number and qualifications of the students who enroll. The addition of an Admission Officer will also free up the OAS Coordinator from some of the day-to-day communication work so that she can focus on strategic directions in admission policy and strategic market positioning of the ASHS, and also attend to screening and decision-making, the further improvement of screening tools and processes, scholar care and formation, donor relations, fund generation, etc.

Main Duties and Responsibilities:

Marketing work

• Prepares all advertisements regarding the opening of the admission season and other updates on the admission deadlines and requirements.
• Under the direction of the Coordinator, prepares and updates a brochure (printed and/or online) about the SHS targeted towards prospective applicants
• Meets with the OAS coordinator (and designated administrators) to craft a marketing plan for the year
• Sends appropriate communication to targeted sectors (e.g. public schools) of the population of potential applicants for the purposes of recruitment
• Conducts recruitment talks if deemed necessary.

Communication work

• Handles communication with potential applicants (ie. answers all emailed inquiries from potential applicants)
• Handles communication with applicants and their parents or teacher-recommenders and the schools of the applicants (i.e. answers all email about the application process, troubleshoots all problems encountered by applicants, parents or teacher-recommenders in the online application process, communicates with schools if records of students need to be requested, drafts decision letters, responds to appeals)
• Handles communication to assist accepted applicants until they are able to enroll (i.e. sends requirements for enrollment, instructs accepted applicants how to access the online enrollment portal, follows up if accepted applicants will enroll or not, assists accepted applicants with problems encountered in the online enrollment system)

Management of the Online Application Portal

• Coordinates with the developer of the online application portal regarding the needed tweaking or troubleshooting of the system
• Oversees the checking (for completeness) of all applications submitted through the online application portal and the movement of all applications through the different stages in the application process: creation of application accounts, payment stage, review stage, recommendation stage, examination/processing stage. This includes actual checking of applications through the system, and mobilizing a team of staff or faculty volunteers for application review.

Assistance to the Coordinator

• Assists in the preparation for and the actual conduct of the entrance exams.
• Assists the coordinator in preparation of needed applicant data summaries that will be used for decision-making if necessary
• Assists in communicating with the scholars if necessary.
• Assists in other functions when needed.

• College graduate of a 4-year course. Good grades in English and Filipino subjects, units in communication, IT, and/or marketing are helpful.
• Graduate units and experience working in an educational institution are an advantage.
• Proficient in Office applications such as Word and Excel
• Possesses excellent written and oral communication skill in English and Filipino.
• Some knowledge in layout, publication and information technology is an advantage.