Academic Program Secretary

Summary of Work Activities and Responsibilities:

The Academic Program Secretary VI provides administrative and logistical assistance for the operations of the Master in Entrepreneurship (ME) Program.

Main Duties and Responsibilities

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
• Disseminating information and updating to students (e.g., defense schedules, class reminders, and other announcements from the resource person/guest lecturer)
• 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 Program Head on any delinquency or violations of students during sessions

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.)

Office Management Support

• Attends to office communications (incoming and outgoing) letters, memos, mails, and emails
• Records incoming and outgoing mails and documents for signature when needed
• Drafts office correspondences/ documents such as memos, Memorandum of Agreement (MOA) based on a prescribed template, for review and approval of the Program Head
• Coordinates with relevant GSB and University offices (e.g., Office of the Dean, Office of the Associate Dean for Administrative and Student Services [OADASS]) for matters pertaining to schedule/calendar of activities, approvals, MOA, grants, etc.
• Facilitates the processing and approval of MOA and grants, and coordinates with the University Legal and Compliance Office (ULCO) for the review of such documents
• Coordinates with the University Data Protection Office (UDPO) to ensure proper compliance to data sharing and data privacy guidelines/laws
• 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
• Monitors the inventory of office supplies and equipment regularly to ensure that these are replenished, properly stored, and in good working condition
• Orders and purchases office supplies/equipment
• Handles reservation requests for equipment from faculty and student

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)
• Order for checks
• Reimbursement and liquidation request
• Petty cash voucher
• Requisition form
• Budget realignment
• 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 Program Head
• Computes monthly royalty of the Program's partner institutions based on standard formula, prepares necessary documentation for payment processing, and submits to the Program Head 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

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 by providing administrative and logistical support in administering examinations, scheduling of interviews, and collection of requirements processes

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

Job Types: Full-time, Permanent

Benefits:

• Company events
• Health insurance
• On-site parking
• Paid training

Education:

• Bachelor's (Required)

Experience:

• related work: 2 years (Required)

Language:

• English (Required)

Location:

• Makati (Preferred)

Work Location: In person