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.

Ateneo de Manila University

Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant to the Director for Operations, the Residential Operations Assistant attends to the reservation and admission of potential residents and transients, handles their check-in and out, serves as front-desk support, and assists with the general upkeep of the rooms.

Main Duties and Responsibilities:

I. URH Reservations, Applications, and Admissions Management

<ul>
	<li>Assists with queries of potential residents and transients and monitors the various communication channels of URH</li>
	<li>Processes reservations of URH rooms and facilities
	<ul>
		<li>Prepares the reservation forms and receives and processes dorm reservation and application, ensuring all necessary documents are in order</li>
		<li>Assists in the review of previous residents’ files for any concerns and flags them to the Assistant to the Director for Operations for consideration</li>
		<li>Prepares the acceptance letters and dorm kits, and communicates the house rules to the incoming residents</li>
	</ul>
	</li>
	<li>Implements an organized filing system for each application, ensuring that all documents are kept confidential</li>
	<li>Updates the URH resident database and prepares present headcount report, including tagging resident students in AISIS</li>
</ul>

II. Facilities Upkeep and Maintenance

<ul>
	<li>Conducts regular inspection of common spaces and grounds maintenance, and schedules room inspection to ensure that the general upkeep of the facilities is well-maintained and that needed repairs are coordinated properly</li>
	<li>Assists in coordination of resident-related concerns with the appropriate offices and helps in the monitoring and resolution of these concerns</li>
	<li>Coordinates closely with the Housekeeping Supervisor for the URH in ensuring that a high-standard of cleanliness and over-all upkeep of the URH complex is maintained at all times</li>
	<li>Initiates job order process request for facilities and IT-related requirements, in coordination with the Senior Residential Operations Assistant</li>
</ul>

III. Room Check-in and Check-out Management

<ul>
	<li>Attends to the check-in process
	<ul>
		<li>Coordinates the clean-up of rooms with the housekeeping team and ensures that the rooms are ready for check-in</li>
		<li>Facilitates the check-in process of residents and transients and provides orientation of house rules</li>
	</ul>
	</li>
	<li>Attends to the check-out process
	<ul>
		<li>Coordinates the room check and clean-up to ensure that everything in the room is still accounted for, including the return of room keys</li>
		<li>Coordinates with the Office Assistant for Collections and Inventory Support to ensure that residents and transient guests have fully settled their bills prior to check-out</li>
	</ul>
	</li>
	<li>Monitors the appliance/s brought in and out by the residents
	<ul>
		<li>Assists the Senior Residential Operations Assistant with the residents’ submission of the Appliance Declaration Form.</li>
	</ul>
	</li>
</ul>

IV. Frontline and Office Support

<ul>
	<li style="list-style-type: none;"> </li>
	<li>Attends to inquiries of potential residents and the requests of the residents from various URH communication channels</li>
	<li>Accompanies the parents/ visitors in touring the URH facilities</li>
	<li>Manages the receipt and release of packages and documents delivered for the residents and the Office</li>
	<li>Keeps a record of the lost and found items of residents, including coordinating with the Campus Safety and Mobility Office</li>
	<li>Routes URH memos and announcements from various communication channels to the residents and transients</li>
</ul>

*Full JD may be requested

Residential Operations Assistant | University Residence Halls

Frontline and Administrative Support

Serves as the receptionist and 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

Receives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion

Prepares, makes and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner

Assists in the upkeep of all office equipment and rooms, resources, publications, supplies, and all faculty documents

Conducts inventory of office supplies/resources

Accurately encodes, sorts, and files office documents and resources such as faculty, department, student data, evaluations, housekeeping tasks, etc. in a structured and organized manner for easy retrieval

Monitors the condition of furniture, fixtures, and equipment and request repairs or procurement as needed

Manages the scheduling and reservation of JGSOM Consultation Rooms, including the Bagnani Conference Room, and the Cabochan Seminar Room, ensuring availability for students and faculty upon request

Office Management Support

Collects and summarizes relevant data gathered from meetings to support the decision-making process of the Office of the Dean

Ensures that all presentations by the Dean are properly documented, updated and stored for easier retrieval

Coordinates with relevant offices to ensure successful execution of dry-runs and live activities

Arranges online meeting rooms, such as Zoom, Google Meet, or Microsoft Teams and provides basic technical support, such as granting access to attendees, setting up of meeting IDs, etc.

Logistical Support for Office Activities

Assists in the creation and dissemination of information, official invitations, marketing collaterals, presentations, memoranda, and office communications about the school’s programs and activities through the website, email, and/or print channels, and addresses inquiries accordingly

Coordinates with the University Marketing and Communications Office and the JGSOM Social Media Coordinator and Systems Administrator for publishing of articles, write-ups, and other communication materials to ensure compliance with University guidelines

Assists in the planning, organizing, and implementing major school events and the activities of the Office of the Dean and by coordinating logistics, managing communications, and ensuring all preparations are completed on schedule

Prepares materials, equipment, and tokens while ensuring the reservation of venues/conference rooms, catering, and transportation requirements

Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments

Budget and Financial Support

Assists in the tracking and submission of financial reports, including petty cash funds, liquidation reports, reimbursements, financial status, and expense monitoring vis-à-vis the approved office budget

Maintains ledgers for operational and DCB accounts of the Office where expenses or income are logged to track running balances in real time

Encodes financial entries and regularly updates various JGSOM Budget accounts

Handles the preparation and processing of payments for various requests

Maintains and securely stores the financial records of office transactions

Assists the Dean's Office in compiling materials and documents required for submission during the budget season

Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Administrative Assistant for School of Management

Summary of Work Activities and Responsibilities: 
Under the supervision of the Chair of the Department of Curriculum, Pedagogy and Assessment, the position performs secretarial and clerical services to support the day-to-day operations of the department

 

Main Duties and Responsibilities 
1. Frontline and Secretarial Support 
● Responds to inquiries regarding Department activities, programs, and refers callers 
to the right person when necessary. 
● Receives incoming memos, messages, calls, emails, and office mail and distributes tofaculty concerned. 
● Performs reception work to maintain efficient office operations such as entertaining 
visitors and students who may wish to consult with the department chairperson or 
faculty 
● Assists in the preparation of department sponsored events including reservation and 
use of facilities and equipment when necessary. 
● Performs other secretarial support duties as may be called for.

2. Documentation &amp; Records Management Support 
● Provides, prepares materials for accreditation of programs, as well as for government 
and non-government applications related to programs and projects of the department 
● Prepares, types, and files instructional materials 
● Keeps updated and maintains accurate, orderly, and systematic files of reading 
materials, exam questionnaires, and class lists. 
● Assists in the preparation of materials and forms for administering student evaluation 
for each class in the department. 
● Encodes student feedback on course and faculty. 
● Handles and monitors record of reservations of the department meeting rooms 
● Handles and records requests from faculty for the reproduction of teaching and exam 
materials. 
● Safekeeps and files confidential matters/documents of the Office.

 
3. Office Management Support 
● Assists in the administration of various registration-related concerns of both faculty 
and students. 
● Coordinates the schedule of thesis and capstone project oral defense with the faculty 
and students 
● Updates students’ individual program of study. 
● Provides logistical support in organizing and holding lectures, conferences and 
activities hosted by the department 
● Coordinates with faculty for their class lists, prepares grading sheets andcompletion forms as needed every semester. 
● Files electronic and hard copies of syllabi, grading sheets, completion forms and 
evaluation forms in coordination with the Administrative Assistant. 
● Encodes/updates Individual Program of Study of undergraduate and graduate majors 
(in coordination with the program adviser). 
● Assists the Coordinators with student-related information dissemination. 
● Files records of the Minors, Undegraduate and Graduate Students. 
● Maintains and updates the department’s alumni database. 
● Provides logistical support for graduation and other academic activities 
● Receives students’ papers and other related documents and gives them to the 
faculty concerned. 
● Purchases, monitors, and maintains sufficient stock of office supplies and 
equipment.

 
4. Performs other tasks that may be assigned by the Chair and/or authorized representative of theoffice.

Department Secretary VI

Main Duties and Responsibilities: 
 
I. Frontline and Administrative Support

<ul>
	<li>Attends to inquiries and requests from stakeholders and visitors of both the Ethics Center and the Office of the Student Activities and Formation and the Office of the Dean from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned</li>
	<li>Receives and records office correspondences and communication materials and carries out appropriate actions</li>
	<li>Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner</li>
	<li>Provide support to the Dean’s various projects and initiatives, such as but not limited to, academic affairs, budget, quality assurance, marketing, School events, etc.</li>
</ul>

 
II. Logistical Support for Office Activities

<ul>
	<li>Assists with the logistical support requirements for the trainings, seminars, conferences, retreats, workshops and events headed by the Ethics Center and the Office of Student Activities and Formation
	<ul>
		<li>Disseminates information and marketing collaterals about these programs and activities through the website, email, and/or print channels, and addresses inquiries accordingly</li>
		<li>Prepares materials, equipment, and tokens while ensuring the reservation of venues, catering, and transportation requirements</li>
		<li>Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments</li>
	</ul>
	</li>
</ul>

III. Center Management Support

<ul>
	<li>Coordinates and arranges meetings, appointments, and travel arrangements of the</li>
	<li>Executive Director</li>
	<li>Prepares and submit annual year-end report and summary of operations</li>
	<li>Assists in the organization of meeting presentations of the Executive Director</li>
	<li>Draft contracts for Independent Contractors in accordance with legal and</li>
	<li>organizational requirements</li>
	<li>Assists in implementing the Ethics Center's marketing and admission initiatives
	<ul>
		<li>Maintains and updates the student tracking database for accurate and up-to-date records</li>
	</ul>
	</li>
	<li>Handles communication and information dissemination to relevant stakeholders and offices</li>
</ul>

IV. Student Activities and Formation Support

<ul>
	<li>Assists the Director in managing the day-to-day administrative requirements and implementation of the different programs of the Office of the Student Activities and Formation and the Mulat Diwa Foundation
	<ul>
		<li>Drafts various documents and reports (e.g. requests for funding and endowments, Terms of Reference, CHED reports, etc.) and submits them to the Director for review and approval</li>
		<li>Reviews accuracy and completeness of submitted project proposals, collates and submits to the Director for approval</li>
		<li>Ensures the maintenance and proper usage of the Student Council room</li>
	</ul>
	</li>
	<li>Assists the Director in drafting the budget of the Student Council and Mulat Diwa Foundation by providing relevant financial data and completing the necessary documentation
	<ul>
		<li>Monitors expenses of the Office of Student Activities and Formation, Mulat Diwa Foundation and the Student Council Fund vis-à-vis approved budget and keeps records of all financial transaction</li>
	</ul>
	</li>
</ul>

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

Administrative Assistant for Office of Student Activities and Formation

Summary of Project Scope:

The Program Secretary assists the unit in its operations, including the management of its records, coordination of its offerings, and paperwork for its academic offerings, among others. The Program Secretary reports to the Program Director. The engagement lasts for three years, coinciding with the evaluation period for lcsp.

Detail of Principal Accountabilities and Project Deliverables:

<ul>
	<li>Calendars appointments to the Chair/Associate Chair.</li>
	<li>Receives incoming messages, calls, mails, fax messages and delivers or relays these to the faculty.</li>
	<li>Receives incoming memos and other documents from other offices.</li>
	<li>Assists in the use and reservation of facilities and equipment for program- sponsored events, KK lecture series, make-up classes.</li>
	<li>Performs reception work to maintain efficient operations such as entertaining visitors and students who may wish to see and/or consult with the concerned faculty.</li>
	<li>Prepares, types and files office correspondence and reports concerning the academic operations of the program.</li>
	<li>Ensures the conducive working condition of the office and upkeep of office equipment and fixtures.</li>
	<li>Checks program email and forward to concerned faculty, post announcements on Blueboard.</li>
	<li>Acts as liaison between the program and other units in the Higher Education. • Prepares various payments (honorariums, reimbursements, etc.).</li>
	<li>Updates program calendar.</li>
	<li>Reminds faculty members of the program meeting, committee meetings, and deadlines.</li>
	<li>Responds to inquiries regarding program activities, conferences, seminars, workshops and programs.</li>
	<li>Prepares, types, and files instructional materials for core language and literature courses, as well as for majors and graduate courses.</li>
	<li>Provides technical support to faculty (i.e., unable to connect to the internet, printing problems, scanning, etc.).</li>
	<li>Orders food for the various activities.</li>
	<li>Prepares the teaching load of faculty - full-time, part-time, visiting professors, Independent Contractors &amp; non-program faculty member.</li>
	<li>Encodes course offerings to the system.</li>
	<li>Arranges the initial interview, class demonstration, panel interview and final interview of teaching applicants.</li>
	<li>Prepares hiring papers of new full-time and part-time faculty members and graduate assistants.</li>
	<li>Prepares documents (Advance Approval for New Faculty, Approval Form for Rehiring Part time Faculty, Waiver Requests, Third Summer Leave, Overload/Underload, Faculty Research Load, etc.) for submission to the Dean's Office.</li>
	<li>Encodes/updates faculty teaching load on IntraAIFIS every semester.</li>
	<li>Prepares documents to be submitted to the Registrar's Office and to the Office of the Assistant Vice President for Graduate Education (i.e., Thesis/ Dissertation Advisers, Results of ComPre Exams, Thesis/Dissertation Grade Report Forms, etc.).</li>
	<li>Updates IPS of undergrad students.</li>
	<li>Assists during registration period.</li>
	<li>Handles reservations of rooms and logistical needs for programal midterm exams, master classes and lecture series.</li>
	<li>Assists in the preparation of comprehensive exams for graduate students. • Reminds graduate students with their incomplete grades.</li>
	<li>Coordinates with records officer regarding students minoring in Lit, AB Lit Majors, and graduate students under the program.</li>
	<li>Prepares all the necessary papers for the certification of completion by undergrad and graduate students of the requirements for the minor program and academic requirements respectively.</li>
	<li>Prepares annual budget summary expenses, annual budget request for new equipment, minor and major office renovations/improvements.</li>
	<li>Provides and prepares materials for accrediation and application.</li>
</ul>

Program Secretary

Summary of Work Activities and Responsibilities:

The Student Records Assistant V supports the Office’s operations by implementing a records management process for student records of the Ateneo Grade School. The position also assists in the utilization of Student Information System (SIS).

 

Main Duties and Responsibilities: 
I. Student Records Management Support

<ul>
	<li>Ensures digital and physical student records are properly stored, organized, and secured, in coordination with the Office of Admission and Aid (OAA)
	<ul>
		<li>Maintains student records, ensuring regular archiving, proper tagging, and secure handling of data, in accordance with office protocols and data protection standards</li>
		<li>Implements file-naming conventions of information, documents, and data of the Office</li>
		<li>Regularly backs up digital records</li>
	</ul>
	</li>
	<li>Handles turnover of student files to the Junior High School, Higher Education – Loyola Schools, and University Archives, ensuring that all required documentation is included and accurately transferred
	<ul>
		<li>Prepares documents/ records for turnover, ensuring that all files are systematically categorized, clearly labeled, and easily accessible for retrieval</li>
		<li>Follows preventive measures to eliminate the risk of lost or misplaced documents, such as regular checks, clear filing procedures, and prompt reporting of any discrepancies</li>
		<li>Coordinates closely with the relevant offices/ school units to ensure smooth turnover of files</li>
	</ul>
	</li>
</ul>

II. Student Information System Support

<ul>
	<li>Manages the Student Information System (SIS) (e.g., Edusuite) by processing user roles, configures notification templates, and ensures proper access control and other tasks related to the use of the SIS
	<ul>
		<li>Adds necessary fields in the student profile and creates grading components and new transmutation tables, templates, and default values for academic and non-academic grading</li>
		<li>Configures the system for the upcoming academic year, ensuring all relevant information, such as courses, sections, and student data, is properly set up</li>
		<li>Facilitates the automatic promotion of students to their appropriate grade levels in the system, ensuring that their records and class assignments are updated accordingly</li>
		<li>Generates reports from the SIS, as needed</li>
		<li>Inputs newly available classrooms and facilities, ensuring accurate room allocation for scheduling/reservation and class assignments</li>
		<li>Generates class sections and compiles accurate class lists, while configuring score sheets and grading views to ensure smooth tracking and assessment of student performance</li>
		<li>Manages faculty members in the SIS, encodes their teaching assignments, and configures the appropriate settings and privileges</li>
		<li>Assists students and faculty with account activation and address queries and concerns related to account access</li>
	</ul>
	</li>
	<li>Coordinates with Digital Information and Technology Services (DITS) cluster regarding management of password resets for students' email accounts and Microsoft 365 student accounts</li>
	<li>Serves as the main point of contact for the office in SIS-related projects, ensuring effective communication with all stakeholders and service providers (e.g. Edusuite, Student 360, etc.)
	<ul>
		<li>Provides the necessary data for project completion (e.g. process flows, student data, etc.)</li>
		<li>Liaises between the Office and DITS regarding project requirements, logistics, timelines, etc.</li>
	</ul>
	</li>
</ul>

III. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Student Records Assistant

Main Duties and Responsibilities: 
 
I. Frontline and Administrative Support

<ul>
	<li>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, office email) and coordinates the flow of information internally and with other offices concerned</li>
	<li>Receives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion</li>
	<li>Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner</li>
	<li>Serves as the main custodian for all office equipment, supplies, vehicles, and all other office resources</li>
</ul>

II. Office Management Support

<ul>
	<li>Oversees the work calendar and appointments of the Dean by coordinating the meeting schedules as approved by the Dean</li>
	<li>Handles the attendance monitoring of employees which includes absences, leaves and tardiness records</li>
	<li>Collects and summarizes relevant data gathered from meetings to support the decision-making process of the Associate Dean and Dean</li>
	<li>Coordinates students’ request for certificates and other documents subject for Dean’s signature and approval</li>
	<li>Assists the Office of the Dean and the Strategic and Quality Assurance Team in the implementation of its quality assurance and accreditation initiatives through the collection and verification of data, documentation and information dissemination
	<ul>
		<li>Coordinates with various offices in obtaining and gathering data while ensuring integrity and confidentiality at all times with the Data Protection Policy of the University</li>
		<li>Disseminates information and regularly updates stakeholders on the latest reports, key performance indicators, and developments related to the University’s strategies, rankings, and accreditation standings</li>
		<li>Tracks and follows up on data submission from various units to ensure timely delivery, completeness and accuracy of required information ensuring compliance with internal timelines and external accreditation deadlines</li>
		<li>Assists in monitoring developments in local and international accreditation bodies such as CHED, identifying areas for process improvements</li>
	</ul>
	</li>
</ul>

III. Logistical Support for Office Activities 
• Drafts and disseminates information, marketing collaterals, memoranda, and office 
communications about the school’s programs and activities through the website, 
email, and/or print channels, and addresses inquiries accordingly 
• Prepares materials, equipment, and tokens while ensuring the reservation of 
venues/conference rooms, catering, and transportation requirements 
• Monitors event attendance and prepares detailed reports to track participant turnout 
and engagement 
• Processes financial arrangements with external vendors such as cash advances, 
reimbursements, liquidation, and payments

IV. Budget and Financial Support

<ul>
	<li>Assists the Dean in preparing the budget proposal of the department for the fiscal year by initially drafting the budget reports based on their financial trends and needs</li>
	<li>Drafts, submits, and tracks financial reports, including petty cash funds, liquidation reports, reimbursements, financial status, and expense monitoring vis-à-vis the approved office budget</li>
	<li>Maintains and securely stores the financial records of office transactions</li>
	<li>Assists the Dean in compiling materials and documents required for submission during the budget season</li>
</ul>

V. Performs other work-related tasks as may be required by the immediate 
supervisor and authorized representative

Administrative Assistant for the Office of the Dean

**full jd will be shared to shortlisted candidates

Summary of Work Activities and Responsibilities

The Administrative Assistant IV provides frontline and administrative support to the Office of the Principal.

Main Duties and Responsibilities

I. Administrative Support

<ul>
	<li>Attends to inquiries and requests from stakeholders and visitors from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned</li>
	<li>Schedules one-on-one Kamustahan sessions between Junior High School employees and the Junior High School Principal</li>
	<li>Receives and processes requests for permit to study and subsidies for studies</li>
</ul>

II. Logistical Support for Office and School Activities 

<ul>
	<li>Disseminates information and marketing collaterals about the Office’s and School’s events and activities through the website, email, and/or print channels, and addresses inquiries accordingly</li>
	<li>Prepares materials, equipment, and tokens while ensuring the reservation of venues/conference rooms, catering, and transportation requirements</li>
	<li>Monitors event attendance and prepares detailed reports to track participant turnout and engagement</li>
	<li>Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments</li>
</ul>

III. Coordination Support

<ul>
	<li>Coordinates with the Office and University Office of People, Team, and Organization Development Office and Faculty Development Coordinator in implementing development programs for employees
	<ul>
		<li>Provides logistical support in the implementation of the different learning programs/initiatives, as needed</li>
		<li>Processes the requests for ordering and preparing payments/liquidation for the approved budget for employee development (faculty development activities, seminars for support employees, etc.)</li>
	</ul>
	</li>
	<li>Handles coordination within the School in relation to the hiring process for faculty (e.g. scheduling of interviews with the hiring committee, drafting and approval of hiring memos, etc.)</li>
	<li>Prepares and distributes faculty appointment contracts
	<ul style="list-style-type: circle;">
		<li>Coordinates with the Human ResourceUniversitys Operations Shared Services Office on the implementation of additional compensation for faculty with administrative appointments, special assignments, or moderatorships</li>
	</ul>
	</li>
	<li>Coordinates with Human ResourceUniversitys Operations Shared Services Office regarding faculty loading, faculty overload/substitution pay</li>
	<li>Serves as the School’s attendance custodian by consolidating, recording, and sending the signed Daily Time Records of employees to the Human ResourceUniversitys Operations Shared Services Office</li>
	<li>Receives, processes, and forwards employee clearances to Human ResourceUniversitys Operations Shared Services Office</li>
</ul>

IV. Records Management Support

<ul>
	<li>Maintains records of training and seminars attended and ledger of expenses related to training and development of employees</li>
	<li>Prepares documents for the year-end calibration of performance rating of faculty members</li>
	<li>Assists in the preparation, distribution, collation, data gathering, and filing of documents concerning the year-end, mid-year, renewal and non-renewal evaluation of faculty members</li>
	<li>Assists in monitoring the initial rank and promotion of faculty</li>
	<li>Maintains and updates the roster of employees, ensuring accurate and up-to-date information for effective workforce management</li>
</ul>

V. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Administrative Assistant | JHS

Summary of Work Activities and Responsibilities: 
The Administrative Assistant VI provides frontline, administrative, financial and logistical 
support for the day-to-day operations and academic-related matters of the Office of the 
Associate Dean for Academic Affairs (ADAA).

 
Main Duties and Responsibilities: 
I. Frontline and Administrative Support

<ul>
	<li>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</li>
	<li>Receives and records office correspondences and communication materials and carries out appropriate actions while observing appropriate confidentiality and discretion</li>
	<li>Prepares, makes and files copies of outgoing correspondences and ensures that they are addressed/distributed to intended recipients in a prompt and efficient manner</li>
	<li>Assists in the upkeep of all office equipment and rooms, resources, publications, supplies, and all faculty documents</li>
	<li>Monitors availability of parking slots and prepares car passes/stickers for faculty</li>
</ul>

II. Office Management Support

<ul>
	<li>Assists the ADAA in preparing presentations and reports by gathering and organizing data, materials, and relevant information from various sources</li>
	<li>Provides support to the Standards Committee by organizing meetings, preparing agendas, recording minutes, and coordinating communications between committee members</li>
	<li>Assists the Admissions Committee in the evaluation of transcripts of new students to determine compliance with admissions requirements</li>
</ul>

III. Faculty Support

<ul>
	<li>Coordinates the schedule of classes based on faculty loading and availability</li>
	<li>Assists in assigning classrooms to the core and elective subjects by reviewing the faculty’s availability/schedules and course schedules vis-à-vis classroom availability</li>
	<li>Reproduces, collates, and binds class reference materials for distribution to students or for faculty use</li>
	<li>Communicates class schedules, announcements, and important deadlines to students to ensure accurate and up-to-date class schedules are disseminated through appropriate channels</li>
	<li>Ensures timely submission of grades by following up with faculty, by regularly checking for pending submissions and sending reminders before deadlines</li>
	<li>Administers and encodes faculty evaluations by distributing evaluation forms or providing access to digital platforms</li>
</ul>

IV. Logistical Support for Office Activities

<ul>
	<li>Disseminates information and marketing collaterals about the school’s programs and activities through the website, email, and/or print channels, and addresses inquiries accordingly</li>
	<li>Prepares materials, equipment, and tokens while ensuring the reservation of venues/conference rooms, catering, and transportation requirements</li>
	<li>Monitors event attendance and prepares detailed reports to track participant turnout and engagement</li>
	<li>Processes financial arrangements with external vendors such as cash advances, reimbursements, liquidation, and payments</li>
	<li>Prepares and monitors regular and timely submission of beadle sheets</li>
	<li>Assists in the administration of exams </li>
</ul>

V. Budget and Financial Support

<ul>
	<li>Drafts, submits, and tracks financial reports, including petty cash funds, liquidation reports, reimbursements, financial status, and expense monitoring vis-à-vis the approved office budget</li>
	<li>Maintains and securely stores the financial records of office transactions</li>
	<li>Assists the Office in compiling materials and documents required for submission during the budget season</li>
</ul>

Administrative Assistant for Academic Affairs

Detail of Prinicpal Accountabilities and Project Deliverables 
I. Secretarial and Administrative Support to the Chair 
● Provides secretarial and administrative support to the Chair in the day-to-day 
operations of the office 
● Manages the schedules, meeting, appointment of the Chair. 
● Handles incoming and outgoing calls, documents of the department 
● Drafts periodic reports for Chair’s review and approval 
● Assists and recommends to the Chair possible improvements in the physical upkeep 
of the Department 
● Facilitates and coordinates for the use facilities and equipment 
● Handles the reservation of classrooms and other facilities of the department 
II. Documentation and Communication 
● Prepares and updates the following documents for Chair’s approval 
o Advance consolidated list for hiring of part-time faculty 
o Advance approval for new faculty 
o Third summer leave 
o Faculty consultation hours 
o Waiver request 
o Leave of absence 
o Change of Concentration 
o Validation and load revision 
o Clearance 
o Appointment Contracts of faculty 
● Assists in processing hiring documents and pre-employment requirements for new 
part-time and full-time faculty 
● Prepares and processes documents for submission to the Office of the Registrar every semester 
o Course offering 
o Dissolved classes 
o Class schedule change 
o Final examination list 
o Letter of request for tagging certain classes 
o Validation of subjects 
o List of students completing Minors 
● Prepares new course proposal for approval and submission to the Office of the 
Associate Dean 
● Assists the Academic Adviser during advisement of undergraduate students and in 
updating ips 
● Manages the Office Facebook and website 
● Disseminates information regarding office/Higher Education events, schedules and 
deadlines 
● Provides logistical support in the departmental events and 
● Responds and handles inquiries on the department programs, course curriculum, 
academic load of students, departments activities/events 
● Receives incoming outgoing calls/memos and routes these according to content 
● Safeguards and keeps confidential matters/documents in the office 
● Generates annual list of students for undergraduate thesis 
● Updates and maintains the database of such thesis for reference purposes 
● Administrative Support for the Students 
o Maintains, updates and monitors students’ files for easy retrieval 
o Assists and reminds the students in their advisements 
o Inputs and updates Student’s Individual Program of Study 
o Prepares and updates the documents for approval of the Chair 
o Reserves venues for the thesis defense of students 
III. Budget and Financial Support Management Support 
● Prepares and processes financial documents for endorsement by the Chair and for 
submission to the Central Accounting Office 
o Order for checks 
o Reimbursement and liquidation request 
o Petty cash voucher 
o Cash advance 
o Requisition form 
o Budget realignment 
● Keeps financial records and expense accounts of the office 
● Monitors office budget and dcb accounts of the Department 
IV. Logistical Support for the Events of the Department 
● Provides logical and secretarial support in various events conducted by the 
department 
● Communicates and coordinates with stake holders and security as regards to 
the logistical requirements of various events and activities 
V. Performs other work-related tasks that may be assigned by supervisor.

Temporary Administrative Assistant

Aux is a B2B virtual recruitment platform that pairs support staff with business leaders around the world. We take the best talent from the Philippines and, through our rigorous screening process, match them with our network of CEOs, promising startups, and established brands such as 818 Tequila, Operam, Parrot HQ, K5 Global, etc.


We are looking for an experienced Executive Travel Coordinator to manage travel for our client's esteemed clientele. You will handle all arrangements, including flights, ground transportation, and hotel bookings, while providing essential directions and destination insights. A strong understanding of flight regulations and travel documentation is essential. The ideal candidate will demonstrate excellent organizational, communication, multitasking, and problem-solving skills to navigate the dynamic travel landscape.

 

Estimated salary range: The salary for this position has not been finalized yet but ranges from P35,000-40,000/month. Please indicate your expected salary based on your experience in the application form, and we will consider it in our discussions.

 

Responsibilities

<ul>
	<li>Managing daily schedule; adapting as needed and effectively communicating changes to all parties</li>
	<li>Prioritize workflow and schedule, by planning out and directly supporting task completion</li>
	<li>Manage action item list</li>
	<li>Maintain relationship databases and CRM</li>
	<li>Searches and compares available travel and hotel accommodations to identify the best available option for each travel need</li>
	<li>When travel arrangements are within approved travel reasons and budget limits, make all arrangements and reservations as requested</li>
	<li>Prepare travel itineraries and distribute travel arrangements and schedules to all appropriate staff</li>
	<li>Obtains approval from leadership for travel requests and expenses that exceed established limits</li>
	<li>Advise travelers of and assists with any need for specialized travel documents such as visas or passports</li>
	<li>Monitor and facilitate the use of company air travel credit cards, frequent flyer programs, and other applicable rewards and loyalty programs</li>
	<li>Processes reimbursements for travel expenses</li>
	<li>Perform other related duties as assigned</li>
</ul>

Organizing and Planning

Relationship Management

Clerical Skills

Attention to Detail

Customer Service

Critical Thinking

Data Management

Executive Travel Coordinator | Work From Home

Administrative and Classroom Management Support

<ul>
	<li>Serves as a liaison between students, faculty, and administrators</li>
	<li>Oversees and manages the calendar, meeting, and appointment schedules of the Satellite Campus Director</li>
	<li>Coordinates reservations and arrangements for faculty accommodation requirements</li>
	<li>Prepares and processes financial documents for submission to the Central Accounting Office (CAO) (e.g., Order for checks, reimbursement and liquidation request, petty cash voucher, requisition form, budget realignment, etc.)</li>
	<li>Monitors, liquidates, and summarizes petty cash expenditures and request for replenishment</li>
	<li>Monitors the inventory of office supplies, books, and resources regularly to ensure that these are replenished, properly stored, and in good working condition</li>
	<li>Orders and purchases office supplies/equipment and flags major item purchases for endorsement and approval of the Director</li>
	<li>Prepares summary of provisional receipts for submission to the Central Accounting Office</li>
	<li>Provides logistical support to faculty members and attends to classroom requirements (e.g., Canvas, class lists, books, etc.)</li>
	<li>Provide support in setting-up and conducting minor troubleshooting of technology and equipment (e.g., LCD projector, microphones, etc.) required for classes particularly those related to online and flex modalities of teaching and learning</li>
</ul>

Marketing and Admissions Support

<ul>
	<li>Assists and helps the Satellite Campus Director in promoting the Site’s programs to different establishments and nearby provinces:</li>
	<li>Attends and responds to student applicants, including telephone inquiries and walk-ins</li>
	<li>Coordinates with suppliers for production of marketing output and collaterals</li>
	<li>Distributes marketing collaterals and sets up information sessions about the MBA programs</li>
	<li>Organizes events for the local community that can build awareness on GSB and its programs</li>
	<li>Schedules meetings with prospective institutional clients as well as newspaper advertisements in the local newspaper</li>
	<li>Coordinates with the Academic Affairs Support Officer and/or the GSB Registrar’s Office on Registration and classroom management matters</li>
	<li>Disseminates admission guidelines, requirements and administrative processes to prospective students</li>
	<li>Coordinates schedule of entrance examinations and/or admission interviews</li>
	<li>Compiles documents submitted by new applicants prior to taking the entrance</li>
	<li>examination/interview and submits to the Academic Affairs Support Officer and/or the Registrar’s office in Rockwell</li>
	<li>Assists students during enrollment, issues provisional receipts for all payment transactions, and distributes receipts for tuition fees payment to students</li>
	<li>Monitors submission and ensures completeness of official documents once admitted into the program</li>
	<li>Coordinates with the Academic Affairs Support Officer and/or the Assistant to the Associate Dean for Academic Affairs on the schedule of classes and faculty assignments</li>
	<li>Requests relevant materials (e.g., modules, books, provisional receipts, registration cards, etc.) from the Makati Campus for distribution to the students</li>
	<li>Prepares reports on student enrollment for every term</li>
	<li>Maintains and updates a database of students and alumni of the Satellite Campus</li>
	<li>Performs other office-related tasks as may be assigned by immediate supervisor or authorized representatives</li>
</ul>

Campus Assistant

Summary of Work Activities and Responsibilities: 
The Department Secretary IV provides frontline, office management support, and business development support in the day-to-day operations of the Office

Main Duties and Responsibilities: 
I. Frontline Duties and Administrative Support 
• Attends to inquiries and requests from stakeholders and visitors from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned 
o Attends to office communications (incoming and outgoing) letters, memos, mails, emails 
o Records incoming and outgoing mails and documents for signature when needed 
o Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner 
• Posts announcements and memos in the Blueboard 
• Oversees the physical upkeep of the Office and coordinates job order requests for repair and maintenance 
• Maintains an established process on equipment management and ensures its implementation 
o Coordinates job order requests with Central Facilities Management Office (CFMO) for repair and maintenance 
o Conducts regular checking and inventory of equipment which includes requesting for necessary repairs 
• Assists the Department Secretary VI in processing the Department’s financial requirements by receiving, collating, and submitting documents related to financial transactions 
II. Logistical Support for Department Activities 
• Handles coordination and logistical support requirements for the trainings, seminars, 
workshops, and teambuilding/rest and recreation activities headed/organized by the Department 
o Prepares materials and kits, reserves venues, and arranges meal and transportation requirements 
o Processes venue reservations for thesis defense 
o Monitors event attendance and regularly maintains/updates the database for reporting 
o Takes Minutes of the Meetings as instructed, and submits to the Department Chair for review 
o Coordinates arrangements for guests (e.g. parking slots, entry, egress, etc.) 
• Provides logistical support/assistance in various University events such as service awards, commencement exercises, etc. as needed

III. Records and Documents Management Support 
• Updates office database and maintains files and records of correspondences, documents and other materials for the Department in a systematic manner and consistent with the need to protect confidentiality and data privacy 
• Processes and routes honorarium for Research Assistants 
• Processes and submits documents to various Offices in aspects pertaining to the following: 
o Freshman Acceptance, Classes/Subjects and Curriculum 
▪ Prepares lists of semestral schedules, subjects with or without final exam, summary of subjects offered in coordination with the Department Secretary VI, for submission to the Office of the University Registrar (OUR) 
▪ Assists in collating data for the revision of course description and submits it to the curriculum committee 
▪ Prints class lists from AISIS and distributes them to concerned faculty 
▪ Prepares acceptance letters for incoming freshmen 
o Employee Hiring and Faculty Loading 
▪ Prepares and routes Employee Requisition Forms (ERFs) for vacancies 
▪ Screens and prepares faculty teaching load form, administrative de-loading, tutorial reports and waiver of subjects in coordination with the Department Secretary VI for submission to the Office of the Dean 
 
IV. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative.

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