Program and Administrative Assistant
Center for Continuing Education
Graduate School of Business
Higher Education
Summary of Work Activities and Responsibilities:
Under the supervision of the Program Development Head, the Program and Administrative Assistant IV supports the implementation of programs, as well as provides office support to the day-to-day operations of the Section.
Main Duties and Responsibilities
I. Program Management Support
- Prepares and maintains the monthly calendar of scheduled programs
- Collates program data such as number of attendees, estimated gross earnings, etc., and submits them to the Program Development Head for review
- Documents program sessions and provides observation notes on class flow, class participation, class conduct, etc. to the Program Development Head and Program Development Officers
- Assists the Program Development Officers and Program Development Assistant in research by conducting desktop research and reviewing of available resources to complete the prescribed report template
II. Administrative Support
- Oversees the physical upkeep of the office, and ensures that job orders for various equipment repair and maintenance services are properly coordinated
- Ensures that office supplies and resources are replenished, properly stored, and in good working condition
- Monitors the inventory of office supplies and resources regularly, and coordinates with the Administrative Services Group for requisition
- Handles coordination and logistical support requirements for meetings, events, and activities
- Prepares materials and sets up the venues for meetings headed/organized by the Section
- Prepares Minutes of the Meeting and submits them to the Program Development Head / Program Development Officers for review
III. Records Management Support
- Updates database and maintains files and records of correspondences, documents and other materials of the Section in a systematic manner and consistent with the need to protect confidentiality and data privacy
- Maintains physical and digital copies of Memorandum of Agreement (MOAs), Memorandum of Understanding (MOUs), Partnership Agreements, Accreditations, etc.
- Updates the contact information of resource persons, clients, partners, and suppliers, etc.
- Tracks and records the status of the job orders, transmittals, etc.
IV. Performs other work-related tasks that may be assigned by immediate supervisor and authorized representatives.
Knowledge, Skills and Abilities
- Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
- Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
- Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
- Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
- Records Management: Ability to systematically organize, store, update, and protect records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
- Research: Ability to benchmark, align and provide observation notes in line with program development
Education and Experience Requirements
- Bachelor’s Degree graduate
- At least 1-2 years of related work experience
Stakeholder Relationship
Internal Stakeholders
- Offices/units in GSB CCE – coordination of program and course requirements
External Stakeholders
- Corporate partners, training providers, resource persons - coordination on program / course implementation concerns and updating of records/contact information
You may send your resume/CV to careers.pto-dev@ateneo.edu