Academic Program Secretary

Kalibrr; Makati; On-site; PHP 360,000 - 648,000; Full time

Job summary

Ateneo de Manila University in Manila seeks an Academic Program Secretary VI to support the Master in Entrepreneurship Program. You will coordinate class logistics, manage documents, assist budget processes, and liaise with partner institutions and stakeholders.

The role requires strong IT skills, office administration experience, and excellent communication. It involves on-site work in Makati and collaboration with the ME Program Office.

Qualifications

• Technological Savvy: Proficiency in information technology and MS Office/Google Apps.
• Secretarial and Clerical Skills: Handling files, records, office budget and expenses.
• Communication Skills: Clear oral and written communication.
• Organization & Time Management: Meet deadlines, plan and coordinate outcomes with attention to detail.
• Customer Service: Strong stakeholder relations across levels and cultures.
• Education and Experience Requirements: At least 2 years in Learning/Development, Training, or Education.
• Full JD to be sent to shortlisted candidate.

Responsibilities

• Program, Curriculum, and Classroom Management Support: coordinate with partner institutions, prepare presentations, handle venues and classrooms.
• Records Management Support: document class proceedings, manage attendance and grading submissions.
• Office Management Support: handle communications, inquiries, and internal/external information flow.
• Financial and Budget Support: assist in drafting budgets and monitoring expenses, prepare reports.
• Sales and Marketing Support: collaborate with Marketing on ME program campaigns and admissions processing.
• Performs all other tasks assigned by supervisor.

Skills

Technological Savvy

Secretarial & Clerical Skills

Communication Skills

Organization & Time Management

Customer Service

Tools

MS Office

Google Applications

Canvas

Zoom

Job description

Posted 2 days ago and deadline of application is on 6 Dec

Recruiter was hiring 11 hours ago

Job Description

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:

At least 2 of years of relevant work experience Work experience in Learning and Development, Training, or Education, an advantage

Minimum Qualifications

(Full JD to be sent to shortlisted candidate)

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
representatives

Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, 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 High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City.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.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. 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.