Admissions Assistant

Summary of Work Activities and Responsibilities:

The Admissions Assistant IV supports the development and implementation of initiatives, strategies, and processes of the Admissions Section within the Office of Admission and Aid (OAA). The position is primarily responsible in the processing of an assigned number of college admission applications while providing administrative and frontline support to ensure the smooth operation of the office.

Main Duties and Responsibilities

I. Application and Admissions Support

A. College Application

• Assists in the development of the online application system
• Assists in the user acceptance testing (UAT) of the application system before its launch
• Handles the processing of an assigned number of college applications for admission
• Validates the high school records submitted by the school
• Checks if the uploaded proof of payment is acceptable
• Confirms whether the applicant should be applying as a first year or a transfer applicant
• Contacts and assists applicants in completing their application requirements
• Attends to problems of applicants, recommenders, and of registrars, in filling out their application dashboards and reports all unresolved issues to service provider
• Contacts assigned prospective applicants who were not able to submit or complete their applications and attends to their concerns and assists them in any way possible

II. Test Administration Support

A. Pre-ACET (Ateneo College Entrance Test)

• Sends out test materials to Provincial Testing Centers (PTC)
• Handles budget for sending of test materials via courier, and liquidates them accordingly
• Coordinates properly with courier, noting that all materials should be properly handled and should arrive at destinations on time
• Schedules pickup of packages, tracks them, and is in constant contact with courier
• Records tracking data for future reference
• Assists in the preparation of all test materials
• As co-team lead for a Metro Manila test site, joins ocular inspection of Metro Manila test sites
• Attends meetings with University offices that assist in the administration of the ACET
• Assists in checking for errors in the layout of new test booklets before printing

B. During ACET

• Serves as co-team lead in the assigned test site in Metro Manila
• Checks attendance of examiners and proctors; Contacts immediately those who have not arrived on time
• Coordinates with the other headquarters for possible replacements
• Co-supervises the ACET deputies
• Ensures orderliness at the lining up / holding area, in the testing rooms, CRs and along corridors
• Attends to issues on room maintenance, security, and other logistical concerns
• Disburses token for examiners, proctors and deputies
• May be sent to one of the PTCs to administer the ACET if necessary

C. Post-ACET

• Rechecks proper arrangement of all answer sheets, bearing in mind that it is crucial that each examinee should have 2 answer sheets and the sheets are alternating
• Confirms accuracy of the lists of actual examinees and of absentees, noting that any discrepancy is unacceptable
• Assists in checking completeness of test materials from PTCs
• Reports immediately, if applicable, any damaged booklet or lacking materials
• Helps in tracking the packages sent by PTCs

III. Committee on Admission and Aid (CAA) Deliberations

A. Pre-CAA Meetings

• In-charge of an assigned number of schools for deliberation
• Prepares CAA list which contains the scores/percentiles, and goes through the application forms and the data in the list
• Takes note especially of the following:
• Students below the cut-off but have above average grades or belong to top 10% of their batch
• Students who are above the cut-off but whose grades are below average, and students with poor recommendation

B. CAA Meetings

• Attends assigned and scheduled regular meetings, and serves as first encoder of final decisions
• Records decisions on a separate sheet which will be used for final checking of decisions
• Contributes in the discussions, if needed, by pointing out the student's academic records and recommendations
• Reminds members of the caps and percentile requirements set by each department

C. Post-CAA Meetings

• Checks the final decisions right after the meeting, ensuring that the decisions encoded in OAA's internal system are the same as the ones recorded in two separate sheets
• Relays to academic departments the updated data on acceptance, and attends to their inquiries and concerns, if there are any

D. Release of Decisions on College Applications

• Rechecks nickname and home address of assigned decision letters, and edits them if necessary, before sending the decision letters

IV. Confirmation of College Applications

A. Step 1: Acceptance of Offer

• Saves in Google folder copies of application requirements of an assigned number of accepted applicants who have accepted the offer
• Checks the login credentials of those who paid their confirmation fee, noting that they should only have access to their own accounts
• Attends to inquiries from students and their parents, including problems with the payments options
• Coordinates all issues on wrong payments with the Bursar

B. Step 2: Confirmation Proper

• Receives and checks submitted confirmation requirements and credentials and records them accordingly
• Assists in confirming students in OAA's internal system, making sure to tag especially those to be conditionally confirmed
• Lifts the hold order if applicable
• Contacts incoming students with lacking requirements
• Coordinates with school officials, if needed, to verify authenticity of submitted school credentials
• Attends to inquiries from students and their parents regarding completion of requirements

C. Post-Confirmation

• Assists in rechecking, sorting and arranging of submitted confirmation documents
• Assists in rechecking the uploaded electronic copies of application requirements of one-fourth of confirmed applicants
• Assists in checking credentials of confirmed students to be recommended for Filipino for Non-Filipino Speaker (FNFS) program

D. Appeals for Reconsideration

• Assists in the initial processing of appeals of waitlisted and not accepted applicants, including requests for change of degree program (COD)
• Checks completeness of requirements, records the required details on a separate sheet for the perusal of the Director, and contacts applicants for clarification if necessary
• Contacts a number of those accepted from the appeals list regarding further instructions
• May be assigned to discuss with students under probation and with their parents the terms and conditions of their acceptance

V. Administrative Support

• Assists in the periodic shredding of confidential documents and cleaning the two OAA storage rooms
• Helps maintains orderliness and orderliness of encoders area
• Mans the front desk periodically, takes phone calls, and receives visitor
• May be asked to assist in checking of applications for scholarship
• May be assigned to man the OAA booth during school fairs; Attends to inquiries from students, their parents, and school officials
• Assists in various logistical requirements during office events (e.g., Receptions for Incoming Merit, Director's List, and Financial Scholars, Get-together of Benefactors and Graduating Scholars, Open House)

VI. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative.

Knowledge, Skills, and Abilities:

• Work Standards: Being careful about detail and thorough in completing work tasks, provides accurate and complete information, and ensures the confidentiality of sensitive information
• Motivation and Work Ethic: Commits to putting in additional time and effort, maintains high levels of productivity, and works effectively with minimal supervision; Copes well with tight deadlines and significant pressure, maintaining performance under stress
• Critical Thinking and Problem Solving: Ability to evaluate pros and cons of different options, functional risks and implications, and to determine possible alternatives before making decisions
• Interpersonal Skills: Ability to work and relate with teams; Attentive to what other people are saying, taking time to understand the points being made, and asking questions as appropriate
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; Ability to use one's time and resources efficiently and effectively
• Communication Skills: Ability to communicate tactfully with people of different types of personalities and predispositions; Should be able to understand information and ideas presented in verbal and non-verbal forms
• Technological Savvy: Ability to utilize the computer, information technology, and internet systems to accomplish tasks; must be proficient in Microsoft Office application
• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; Should be pleasing, warm, patient and respectful in dealing with people
• Administrative Support: Knowledge of administrative and office procedures and systems such as managing files and records and workplace terminology; Ability to systematically organize, store, update, and protect records
• Proactivity: Demonstrates proactive behavior and the ability to work autonomously with minimal supervision, taking initiative to address challenges and pursue opportunities for improvement

Education and Experience Requirements:

• Graduate of any Bachelor's Degree
• With at least two (2) years relevant work experience

Job Type: Full-time

Work Location: In person