Academic Secretary  

I. Program, Curriculum, and Classroom Management Support

• Coordinating with partner institutions/resource persons for the required class/ program requirements
• Handling logistical arrangements of the Program
• Gathering student reports, papers, and business plans for submission to the designated faculty member and/or panelists
• Disseminating information and updating to students (e.g., defense schedules, class reminders, and other announcements from the resource person/guest lecturer)
• 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 issues reminder 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
• Files and safekeeps various academic documents and creates, updates, and maintains a database of all learning materials/ references
• Monitors, and follows-up students’ submission of Program requirements

III. Office Management Support

• Attends to office communications (incoming and outgoing) letters, memos, mails, and emails
• Drafts office correspondences/ documents such as memos, Memorandum of Agreement (MOA) based on a prescribed template, for review and approval of the Administrative Coordinator
• Coordinates with relevant Graduate School and University offices (e.g., Office of the Dean, Office of the Associate Dean for Administrative and Student Services) for matters pertaining to schedule/calendar of activities, approvals, MOA, grants, etc.
• Attends to inquiries and requests from stakeholders and visitors from various communication channels and coordinates the flow of information internally and with other offices concerned
• Monitors the inventory of office supplies and equipment regularly to ensure that these are replenished, properly stored, and in good working condition

IV. Financial and Budget Support

• Assists in drafting the program'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
• Keeps financial records and expense accounts of the Program to ensure that all financial documents are properly supported
• Facilitates the processing of billing statements and uploads invoices and budget transfers on the accounting system
• 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 Marketing Team on sales and marketing campaigns for the program and responds to course inquiries
• Maintains and updates a database of leads for the Program for marketing purposes
• Handles application and general inquiries
• 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
representatives

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