Academic Program Secretary

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

• Handling logistical arrangements of the Program
• Facilitating requests for reproducing, collating, and distributing learning/course materials
• 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 Academic Program Management Supervisor on any delinquency or violations of students

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 and creates, updates, and maintains a database of all learning materials/references
• Monitors, and follows-up students' submission of Program requirements (e.g., research papers, etc.)

III. Office Management Support

• Attends to office communications letters, memos, mails, and emails

• Drafts office correspondences/ documents such as memos, Memorandum of Agreement (MOA) based on a prescribed template, for review and approval of the Academic Program Management Supervisor

• Coordinates with relevant GSB and University offices for matters about schedule/calendar of activities, approvals, MOA, grants, etc.

• Attends to inquiries and requests from stakeholders and visitors from various communication channels 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)
• Keeps financial records and expense accounts of the Program to ensure that all financial documents are properly supported
• Prepares, processes, and monitors financial documents for endorsement for submission to the Central Accounting Office (CAO)
• Facilitates the processing of billing statements and uploads invoices and budget transfers on the CAO Payment System (CPS)
• Prepares monthly financial reports (e.g., Student enrolment and corresponding tuition fees, revenues and receivables, expenses, etc.), for submission to the Academic Program Management Supervisor
• Computes monthly royalty of the Program's partner institutions based on standard formula, prepares necessary documentation for payment processing, and submits to the Academic Program Management Supervisor for approval
• Assists in monitoring tuition payments per batch and acts upon any report of returned checks
• Collects Post Dated Checks (PDC) during enrolment and ensures proper turn-over to the Bursar
• Coordinates with the CAO on unpaid tuition balances and notifies concerned students

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
• Maintains and updates a database of leads for the Program for marketing purposes
• Handles application and general inquiries
• Facilitates the processing of admissions requirements of Program applicants

Minimum Qualifications

• Bachelor's degree
• At least 2 of years of relevant work experience
• Work experience in Learning and Development, Training, or Education, an advantage