Program and Administrative Officer II

Program and Administrative Officer II
Center for Continuing Education
Graduate School of Business
Higher Education

Summary of Work Activities and Responsibilities:
The Program and Administrative Officer II performs functions in support of the Office of the Director’s mandates. The position assists in managing the projects of the Director, facilitating opportunities for partnerships, monitoring the capability development of the CCE team, and overseeing the recruitment strategies of the Center.

Main Duties and Responsibilities:

I. Project Management Support

  • Provides support to the Director for new program initiatives and projects.
    • Attends client calls and/or business development meetings, upon the instruction of the Director.
    • Keeps abreast of industry trends and practices that might affect the prospective project, and provides feedback to the Director on how to anticipate and manage its possible impact.
    • Prepares the necessary materials, infographics, and presentation kits.
    • Assists in facilitating opportunities to network, managing and maintaining client relationships and partnerships.
    • Documents all meetings, proceedings, events, projects and activities of the Director, taking crucial notes of pertinent information relevant to the success of the projects.
  • Tracks the different projects of the Director.
    • Records pertinent and assigned data in the Office database, ensuring the timely updating of records, and recommends strategies on how to improve the seamless capture of data.
    • Assists in preparing reports, as required from the Office or by the Director, and ensures that all expected reports are submitted on time.

II. Administrative Support

  • Monitors the schedules and appointments of Director in relation to external clients and partners, and programs conducted outside the campus.
    • Attends messages from various communication channels (e.g., face-to-face, online, phone, office email), records contact information, and conducts follow-ups, as needed.
    • Attends queries and guests in a prompt, polite and efficient manner.
    • Arranges the logistical requirements such as venue, transportation, meals, equipment, souvenirs, etc., depending on what is needed for the meeting/event.
  • Coordinates closely with the University Marketing and Communications Office, and CCE’s Marketing team in creating communication campaigns, ensuring compliance with University directives, protocols, and branding guidelines related to communication.
    • Drafts and posts announcements and information campaigns aligned with University standards.
  • Maintains records of learning development needs and program attendance of CCE employees.
    • Monitors the development plans of all Center employees including the attendance to assigned CCE-related courses, in coordination with the Program Sales team.
    • Serves as a conduit between the Center and the HR Cluster in implementing development programs for its employees.
    • Provide Logistical support in the implementation of the different internal training programs/initiatives, as needed.
  • Ensures that all documents and contracts for approval are adequately supported and properly conceptualized.
    • Where appropriate, conducts initial reviews of documents submitted to the Director, and makes necessary recommendations.
    • Coordinates proposed agreements to be reviewed by the necessary parties and by a legal counsel, including the signing of these documents and sending and retaining copies of the original document as required.
      • Attends to the review, routing, and approval of contracts.
      • Monitors the agreed action steps with partners and potential partners.
      • Monitors fulfillment of contractual obligations and agreements.
    • Maintains files and records of correspondences, documents, and contracts in a systematic manner and consistent with the need to protect confidentiality and data privacy.

III. Internal Recruitment and Internship Program Management

  • Oversees employee recruitment strategies of the Center, in consultation with the HR Cluster.
    • Recommends and implements an internal recruitment program for the Center’s requirements.
    • Prepares reports on recruitment data and provides recommendations on how to improve the recruitment strategy based on the data.
  • Manages the internship program for the Center as part of its recruitment strategy.
    • Keeps track of CHED regulations in relation to internship program.
    • Identifies possible internship opportunities by coordinating and cultivating relationships with various academic departments in the University, and with other schools.
    • Prepares Memorandum of Agreement (MOAs) and other internship/ partnership agreements, and facilitates the routing for necessary approvals in coordination with the University Legal and Compliance Office (ULCO) and University Data Protection Office (UDPO).
    • Establishes metrics to assess effectiveness of internship programs, monitors and prepares reports on internship program runs, and provides recommendations for improvements.
    • Creates, maintains, and updates guidelines for the internship program, as needed.
    • Communicates with schools and academic departments relevant concerns and updates about the run/course of the internship, and recommends possible interventions and/or action items.
  • Serves as a liaison between the students and the academic departments in addressing inquiries and/other concerns about the internship program.
    • Reviews and ensures the accuracy and completeness of the submitted application documents and informs students of lacking documents, if any.
    •  Coordinates the schedule of the interviews with the interviewers, and informs the applicants of the schedule.
    • Determines the appropriate internship program for the student, after the assessment.
    • Updates and maintains the database of internships which includes interns’ data and other relevant information.
    • Coordinates the onboarding schedule of the interns with the assigned CCE group, and informs interns of the schedule accordingly.
    • Provides interns with guidance throughout the internship.
      • Conducts a general orientation for the interns, following prescribed program flow.
      • Monitors students’ compliance to the internship’s guidelines.
      • Provides students with relevant updates on the internship program.
    • Gathers feedback from the interns and the internal stakeholders regarding the run/course of the internship program to continuously monitor that objectives and agreements are attained.

IV. Performs other duties as may be assigned by the immediate supervisor, or  any authorized representative.

Knowledge, Skills, and Abilities:

  • Communication Skills: Excellent written and verbal communication skills; Excellent writing and copy-editing abilities; Ability to understand and write basic communication plans and strategies
  • Interpersonal Skills: Ability to work and relate with teams; Comfortable with communicating/dealing with big groups and the public
  • Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others. Ability to facilitate opportunities to pave the way for possible partnership to happen
  • Negotiation Skills: Ability to handle concerns and negotiate with clients to maintain Partnerships
  • Data Analysis and Management Skills: Proficient in organizing information that would enable themes or clusters of ideas to be drawn out to derive possible insights
  • Critical Thinking and Decision-Making Skills: Ability to assess information and identify root cause of the situation, and finding the best possible solution to make an informed decision
  • Critical Thinking and Problem Solving: Ability to identify an issue or problem, framing it as a specific question to get into the root of the problem, and evaluating information relevant to the question, then integrating information to develop a solution
  • Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
  • Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
  • Records Management: Ability to systematically organize, store, update, track, and protect records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
  • Attention to Detail: Maintains a keen attention to detail, ensuring precision and thoroughness in all tasks.
  • Adaptability and Efficiency: ability to adapt to changing priorities and work effectively in a fast-paced environment
  • Documentation Skills: Ability to document, take minutes, and prepare summaries of meetings accurately and efficiently. Exhibits proficiency in documentation techniques, ensuring accuracy, clarity, confidentiality and security in record-keeping

Education and Experience Requirements:

  • Bachelor’s Degree graduate
  • At least two (2) to three (3) years of related work experience

Stakeholder Relationship  

Internal Stakeholders:

  • Sections/units within the GSB CCE: coordinates for the interview schedule, onboarding of interns, etc.  
  • Academic departments: coordinates for requirements/concerns on the internship program
  • University Legal and Compliance Office, University Data & Protection Office; coordinates for processing and requirements of Memorandum of Agreement (MOA) and other internship agreements  
  • Human Resource: coordinates for the planning and implementation of the different training programs  

External Stakeholders:

  • Schools, educational institutions: coordinates for promoting the internship program,  requirements/concerns on the internship program, etc.  
  • Prospective interns: communicates the requirements and other details about the  internship program of the Center; addressing of concerns during the course of the  internship, etc.
  • Clients: fosters relationships for long term partnerships

 

Interested applicants must submit the following:

I. Letter of intent addressed to Ms. Jenny C. See (Director of University People, Team and Organization Development Office), duly endorsed by your supervisor and approved by your unit head, indicating…

  • why you want to apply for the position
  • why you think you are qualified for the position
  • what you can contribute to the office if you were hired in this position

II. Professional Reference Assessment from the following (see attached template)

  • Immediate Supervisor
  • Professional References

You may send your resume/CV to careers.pto-dev@ateneo.edu