Academic Program Secretary VI

Overview

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 issues reminder 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

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