Admissions Assistant

Ateneo de Manila University; Philippines; On-site; PHP 279,000 - 502,000; Full time

Job summary

Ateneo de Manila University is seeking an Admissions Support staff to assist in processing applications for Kinder to Grade 1 and transferees, coordinating with applicants and parents, and supporting admission testing and events.

The role involves handling documents, maintaining records, and providing courteous customer service across multiple offices to ensure smooth enrollment processes.

Qualifications

• Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications.
• Excellent oral and written communication skills.
• Ability to assist and coordinate with multiple offices.
• Proficient in managing records and data confidentiality.

Responsibilities

• Process and monitor applications for Kinder, Grade 1, and transferees.
• Coordinate with applicants and parents via online portal and paper forms.
• Support admission testing activities and result releases.
• Assist in hosting admission events and school tours.
• Prepare and consolidate reports for admissions and financial aid.

Skills

Administrative support

Communication proficiency

Service orientation

Records management

Microsoft Office

Customer service

Active listening

Organizational prioritization

Adaptability

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

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

Minimum Qualifications

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