Office Staff

Main Duties and Responsibilities:

I. Center Management Support

• Attends office-related matter meetings
• Manages incoming and outgoing inquiries from various communication channels and directs them to the appropriate employees
• Documents meetings which include but are not limited to Center meetings and ACELT Board Meeting
• Keeps systematic filing of ACELT Records by filling activities in an orderly manner.
• Keeps and manages the financial records and reporting of the Center.
• Collates all financial documents for the annual budget, for approval of the ED and submission to the Office of the Vice President for Loyola Schools.
• Encodes, keeps record, and maintains files of the office expenses and petty cash disbursement ensuring that supporting documents are always in place.
• Monitors all office budget accounts and expenses (e.g. supplies and expenses budget requests, new equipment, minor improvements, etc.).
• Monitors the Galdon Fund account for teachers' subsidy on workshops/conference fees.
• Prepares turnover report to the cashiers for issuance of Invoice.
• Reviews with the ED the annual activities report of ACELT vis-à-vis financial status.
• Prepares ACELT petty cash disbursements, reimbursements, and liquidation reports.
• Processes payment of all office expenses and order through the Central Purchasing Request System (CPRS) and Electronic Purchase Requisition System (EPRS) to following these up with pertinent offices, keeping an e-record of the daily transactions.
• Maintains the ACELT resources collection and takes charge of lending and following-up of books on loan.
• Coordinates with Office of Admission and Aid for student volunteers (as needed), and oversees their work assignments.

II. Program Management and Implementation

• Monitors programs that have been approved for implementation.
• Attends to the administrative and logistical requirements of conferences, workshops, and other events before, during, and after the conduct of said activities.
• Attends to all logistics needs including reservation of rooms, equipment, online learning facilities, and coordinating with various University offices.
• Prepares honorarium of the facilitator/s.
• Prepares the certificates of participation for prompt distribution to the participants.
• Reserves accommodations, transportation and purchases plane tickets for the team of facilitators and staff for out-of-town seminars/conferences.
• Prepares final list of participants to be given to the facilitator for reference on background and other information about the participants.
• Set up an information help desk.
• Attends the sessions and assists the facilitators during the actual conduct of the program.
• Take pictures for documentation.
• Organizes PRC-CPD submission reports (executive reports, attendance, other supporting documents required)
• Tallies, collates, and synthesizes data related to the workshop.
• Assists in monitoring client payments
• Monitors all year-round deposits from clients through direct deposit via ADMU gateway payment system.
• Presents to Executive Director a summary of deposits from each program, publication, membership collections, book loans and overdue fees on a monthly/yearly basis, and as needed.
• Accepts and coordinates email from accounting personnel regarding direct deposits for request and manages processing the INVOICE.
• Safekeeps the INVOICE or immediate distribution to participants via email to assure the participant's slot reservation.
• Requests INVOICE for Student-Related Activities for various deposits and payments of fees for workshops, conferences, requested trainings, publication, etc.

III. Attends to requirements of the ACELT Publication

• Follows up communications with other offices and institutions regarding subscription and mailing of publications
• Coordinates with artist regarding quotations, design and payments for publication production
• Attends to sending out publications representative
• Coordinates with the ED regarding ACELT publication-related concerns

IV. Attends to the requirements of the Teacher's Club (TC)

• Informs the members of discounted and/or free lectures/seminars for TEACHERS CLUB members as directed by the EXECUTIVE DIRECTOR and/or British Council Programs Officer (BCPO).
• Coordinates with duly appointed British Council Programs Officer (BCPO) regarding possible training offering and follow ups on related matters and transactions.
• Attends to important communications from British Council Programs Officer (BCPO) with the EXECUTIVE DIRECTOR.
• Replies to email and phone inquiries (after consultations with the ED) and moderates the TC Facebook.
• Prepares the membership IDs of TC applicants.
• Assists TC members to access the collection of ELT Books.
• Attends to important communications from British Council Program Officer (BCPO) with the Executive Director.
• Replies to email and phone inquiries (after consultations with the ED) and moderates the Teachers Club Facebook.
• Prepares the membership Identification Cards of Teachers Club members.
• Assists members to access the collection of textbooks.

V. Acts as point of contact in attending to the requirements of the Professional Regulation Commission on Continuing Professional Development (PRC-CPD) as an accredited provider.

• Assists the Executive Director in gathering all the documents pertaining to accreditation of Programs .
• Attends required workshops by the PRC-CPD.
• Coordinates with the Office of the Vice President for Finance and Treasurer for request of necessary legal documents from the Ateneo de Manila for PRC (i.e. BIR registration and list of Ateneo Board of Trustees, financial records as required by the PRC-CPD for renewal of accreditation).
• Prepares and keeps confidential legal documents in processing of the notarization and purchase of legal documentary stamps.
• Compiles and submits documents related to application for accreditation and/or completion reports to the PRC-CPD.
• Prepares requests for processing of application and fees
• Manages the payment of PRC application and fees
• Monitors the status of PRC-CPD application and coordinates with the ED to address concerns

VI. Coordinates with ACELT stakeholders

Internal Stakeholders:

• Ateneo employees for requests related to facilities and equipment, promotion of program offerings, billings and payments.

External Stakeholders:

• Clients and partners in DEPED, CHED, The British Council, The British Embassy, Philippine Regulation Commission-Continuing Professional Development (PRD-CPD), Continuing Professional Accreditation System (CPDAS), etc.
• Teachers Club Members and participants of sponsored seminars/workshops
• Law Offices for notarization of legal documents. Laws and Regulations
• Philippine Laws and University regulations

Job Type: Full-time

Language:

• English (Preferred)

Work Location: In person