Admissions Assistant  

Job Description is still under further review.

Main Duties and Responsibilities:
I. Application and Admissions Support

• Prepares, receives, and processes application forms of applicants for Kinder, Grade 1, and transferees to the Ateneo Grade School
  • Assists applicants and parents/guardians in the setting up of applications in the online portal
  • Receives and ensures completeness of details and information in the submitted application forms (paper-based and electronic)
  • Coordinates with the applicants for clarification and/or compliance with any lacking information/documents
  • Encodes application forms to the database and ensures the accuracy and integrity of application information by checking and aligning with original documentation
  • Updates and releases application results through the online portal
• Provides logistical support for the implementation of admission testing activities
• Assists in the deliberation and release of admission decisions
• Coordinates with relevant offices to facilitate the uploading of accepted students’ applicant files and inclusion of appropriate enrollment links in the release of admission results
• Prepares and collects feedback forms and QR codes for the evaluation of testing and application processes

II. Awareness of School Expectations Session (ASES) Support

• Assists in the preparation of ASES materials, scheduling, and monitoring of ASES for Kindergarten, Gr. 1 and transferees
• Monitors payments done for application and confirmation of enrollment of applicants in coordination with Central Accounting Office (CAO) and the assigned Cashier
• Prepares weekly reports of applications, examinations and results for review by the A-Team
• Prepares posters and announcements for marketing and promotion, information pamphlets and other promotional materials
• Provides logistical support for Admission events (i.e. Open House, Big School Congress and the like)
• Schedules and monitors school tour requests from parents of potential student applicants

III. Financial Grant-in-Aid Support

• Provides assistance for grant-in-aid application and deliberation process as well as release of results
  • Prepares brochures and grant-in-aid application forms
  • Receives and consolidates grant-in-aid applications
  • Prepares materials needed for the Financial Grant-in-Aid Committee
  • Prepares and distributes letters to grant-in-aid grantees
  • Coordinates with concerned offices for approved employee discounts
• Prepares reports for recording and/or processing of the Central Accounting Office

IV. Office Support

• Serves as the receptionist and 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
• Monitors the official Ateneo de Manila Grade School Admissions webpage and social media accounts in coordination of University Marketing and Communications Office
• Maintains organized records, filing systems, and documentation for admissions and office operations
• Ensures that office supplies and resources are replenished, properly stored, and in good working condition
• Assists in the preparation of cash advance requests for Office-related expenses by gathering the necessary documentation
• Prepares and consolidates liquidation reports for OAA expenses for budget tracking
• Provides support to Office and University-wide events and committees, as needed

V. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative

Knowledge, Skills, and Abilities:

• Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, budget and expenses, etc.
• Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas
• Service Orientation: Actively looking for ways to help people
• Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and possesses basic skills in managing websites, contributing to online presence, creating presentations and content management
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate time
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details

Education and Experience Requirements:

• Graduate of any Bachelor’s degree
• At least one (1) year of relevant clerical work experience