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Ateneo de Manila University

Academic Program Secretary VI  

Ateneo de Manila University

  • Makati, Philippines
    Makati, Metro Manila, Philippines, Katipunan Loyola Heights
    Metro Manila
  • Full timeFULL_TIME

Expired 17 days ago

Job closed.

Job Description

**Full JD to be sent to shortlisted candidates

Under the supervision of the Administrative Coordinator, the Academic Program Secretary VI provides administrative and logistical assistance for the operations of the Master in Entrepreneurship (ME) Program.

Main Duties and Responsibilities

I. Program, Curriculum, and Classroom Management Support

Provides Program support by:

  • Coordinating with partner institutions/resource persons for the required class/program requirements
  • Assisting the resource person in the preparation of presentations and course materials
  • Handling logistical arrangements (e.g., reservation of venues, preparation and setup of onsite and online classrooms, including Canvas and zoom when applicable, equipment, supplies, ordering of meals, etc.) of the Program
  • Facilitating requests for reproducing, collating, and distributing learning/course materials to students and faculty
  • Gathering student reports, papers, and business plans for submission to the designated faculty member and/or panelists

Collates grade submissions from faculty members and forwards them to the Office of the Registrar

Monitors student attendance during onsite and online classes, drafts and issuesreminder letters on student warnings and overcuts upon approval, and updates the Administrative Coordinator on any delinquency or violations of students during sessions

II. Records Management Support

Documents onsite and online class proceedings and reportorial requirements (e.g., student and faculty attendance, evaluation, etc.)

Files and safekeeps various academic documents (e.g., class presentation materials, student course requirements, grade submissions, etc.) and creates, updates, and maintains a database of all learning materials/ references

Monitors, and follows-up students’ submission of Program requirements (e.g., business plan proposals, research papers, etc.)

III. Office Management Support

Attends to office communications (incoming and outgoing) letters, memos, mails, and emails

Attends to inquiries and requests from stakeholders and visitors from various communication channels (e.g. face-to-face, online, phone) and coordinates the flow of information internally and with other offices concerned

Serves as custodian of department keys, equipment, and office supplies

IV. Financial and Budget Support

Assists in drafting ME’s annual budget, income and expense statements and other department reports by collating pertinent information

Maintains and tracks the Program’s financial resources by monitoring the expenses vis-à-vis the budget of the Program (or the ME Batch, if applicable)

Prepares, processes, and monitors financial documents for endorsement for submission to the Central Accounting Office (CAO)

Prepares monthly financial reports (e.g., Student enrolment and corresponding tuition fees, revenues and receivables, expenses, etc.), for submission to the Administrative Coordinator

Computes monthly royalty of the Program’s partner institutions based on standard formula, prepares necessary documentation for payment processing, and submits to the Administrative Coordinator for approval

Assists in monitoring tuition payments per batch and acts upon any report of returned checks

V. Sales and Marketing Support

Collaborates with the GSB’s Marketing Team on sales and marketing campaigns for the ME program and responds to course inquiries

Communicates with leads to convert them to applicants

Facilitates the processing of admissions requirements of Program applicants by providing administrative and logistical support in administering examinations, scheduling of interviews, and collection of requirements processes

VI. Performs all other tasks assigned by the immediate supervisor or any authorized

Minimum Qualifications

Knowledge, Skills and Abilities:

  • Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; Proficiency in MS Office and Google Applications (Word, Excel, PowerPoint, etc.)
  • Secretarial and Clerical Support Skills: Knowledge of administrative and clerical procedures and systems such as managing files and records, office budget and expenses, etc.
  • Communication Skills: Ability to express thoughts and ideas effectively for both oral and written communication
  • Organization Skills and Time Management: Ability to work efficiently under tight deadlines/schedules, even with minimal supervision; Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; Keen to details
  • Customer Service: Efficient customer service and public relations; Ability to communicate and relate well with other people from different levels of an organization, society, or from different nations/ nationalities

Education and Experience Requirements:

  • Bachelor’s degree
  • At least 2 of years of relevant work experience Work experience in Learning and Development, Training, or Education, an advantage

Jobs Summary

Job Level
Associate / Supervisor
Job Category
Education and Training
Educational Requirement
Bachelor's degree graduate
Recruiter response to application
Once in a while
Office Address
Rockwell Makati Campus
Higher Education / Academia
1 opening

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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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