Administrative Coordinator

Posted 14 days ago and deadline of application is on 28 Jul

Recruiter was hiring 4 hours ago

JD for revision

A. Administrative and Program Management

• Creates the program calendar for a new Master in Entrepreneurship batch
• Coordinates with the faculty or Guest Lecturer regarding availability to teach in specifically assigned classes determined by the Program/ Academic Director
• Assists the Program/ Academic Director with regard to faculty, guru, and associate guru training and mentoring
• Creates, updates, maintains and secures all electronic records of the students, faculty, partners, and various Ateneo units, such as but not limited to database, profiles, module papers / business plans, enrollment files, and grades observing confidentiality guidelines
• Leads the preparation for the orientation, defense, recitals, and closing ceremonies
• Prepares and submits updated enrollment lists to the Registrar's Office, as required by the Comission on Higher Education.
• Leads direct communication with the students and faculty, as may be needed by other Graduate School of Business units
• Documents the students' defense at the end of each module; sends out the final defense documentation to defense panelists for approval and signature prior to sending to the students as reference for their revisions
• Prepares graduation-related requirements, such as but not limited to, final graduation lists, certificate of approval for the business plans of students, certificate for the Certified Master Entrepreneur and other related activities
• Creates a summary of the basis of graduation for the reference of the guru and associate guru at the start of the batch

B. Marketing and Admissions

• Collaborates with the Academic Director and Marketing Group and/or University Marketing and Communications Office in conceptualizing and creating artworks/visuals for the program e.g. campus advertisements, print ads for partner media/s, etc.
• Conceptualizes events that may help in the promotion of the program
• In coordination with the GSB Marketing Group and/or UMCO, leads the implementation of various ME campaigns and caravans, such as but not limited to, trainings, seminars, exhibits, conventions, conferences, direct marketing and network events
• Sends emails and conducts follow up calls to interested applicants and to applicants who have been assessed as acceptable for the program
• Entertains walk in applicants, explaining all the details of the program, converting applicants' interests to engagements
• Performs initial screening of the applicant prior to scheduling the interview with the guru and/or associate guru
• Attends the interview process and documents the proceeding by noting down the basis of graduation per applicant; forwards the interview sheet to the Admissions Office if the applicant is qualified and passed the interview for processing of the Acceptance Letter

C. Finance

• Prepares annual/school year's budget for the ME Program and coordinates with the Assistant to the Associate Dean for Administrative and Student Services on requirements
• Drafts memos on for deposits, deferments, adjustments in financial reports, etc.
• Monitors finances of the unit such as budgets, requisitions, tuition payments, receivables from students (including penalties of students), consultancy fees, teaching, guruing, and defense fees, remuneration/ token of guest speakers, cash advance for site visits, and other various expenses (those subject for liquidation and reimbursement)

D. Human Resource

• Provides inputs to probationary and final evaluation of staff
• Facilitates onboarding of new staff and orients him/her on sales and marketing, program content, and various policies of the University and of the program
• Performs other work-related responsibilities that may be assigned by the Immediate Supervisor or authorized Administrator

Knowledge, Skills and Abilities:

• Basic Financial Management - Knowledge of financial and budget preparation and management
• Data and Information Analysis - Ability to analyze data and information as input for the formulation of strategic plans, monitoring progress towards goals, and calibrating programs
• Technological Savvy - Ability to utilize information technology, computer, and internet systems to accomplish tasks; Proficient in MS Office Applications
• Organization and Prioritization of Work- Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency
• Self-starter – With high level of initiative Decision making, Critical Thinking, Strategic Thinking - Ability to analyze large amounts of data and information as input for formulating goals, monitoring progress, and calibrating programs
• Change Management - Ability to manage resistance to change by involving and engaging key stakeholders in the process of change
• Networking and Partnering - Ability to establish, develop, and maintain productive partnerships
• Interpersonal Skills - Ability to effectively relate, collaborate, and negotiate with different job levels in different circumstances, taking into consideration their needs, feelings, and context; Equally comfortable dealing with staff, faculty and administrators
• Quality Perspective - Ability to assess the value, quality and importance of responsibilities, services, supplies and human resources; Attending to details and standards while keeping in mind relevance and contribution to overall achievement of goals
• Communications and Public Relations - Ability to communicate and disseminate information/message in various modalities for different stakeholders
• People Management - Ability to coordinate and manage the efforts of the team to achieve team goals

Education and Experience Requirements:

• Bachelor's Degree; Graduate studies is an advantage but not a requirement
• Preferably with at least five years' supervisory experience in the field of Office Administration, Operations, Marketing and Sales or Customer Service
• Background in financial management is a must
• Experience in an education institution an advantage

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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.

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