Academic Affairs Support Officer in Makati

  • Full Time
  • Anywhere
  • Posted 4 days ago

Ateneo de Manila University

Summary of Work Activities and Responsibilities Under the supervision of the Assistant to the Associate Dean of Academic Affairs (ADAA), the Academic Affairs Support Officer provides support to all programs and activities of the Associate Dean for Academic Affairs. The Academic Affairs Support Officer will specifically be responsible for assisting the Associate Dean in ensuring the smooth delivery of programs and services in the following areas:AdmissionsSatellite Campus OperationsStudent Affairs, Formation and ServicesInternational Programs Main Duties and Responsibilities 1. AdmissionsCollects all the materials of all applications to the AGSB, in coordination with the Office of the Registrar, the Marketing Team and the Satellite Campus DirectorsPrepares the summaries of all the applications using the spreadsheet developed for the purpose of the Admissions CommitteeOversees the conduct of the meetings of the Admissions Committee as it reviews and decides on all applicationsDocuments and summarizes the decisions of the Admissions Committee on all applicationsCoordinates with the Registrars’ Office in communicating with all applicants on the status of their applicationsFollows up with accepted applicants regarding their enrollment for the coming termsCoordinates with the Registrar’s Office on all appeals on decisions made by the Admissions CommitteePrepares a report on applications, acceptance and rejections for submission to the Office of the Dean2. Satellite Operations Coordinates with the Satellite Campus Directors in managing the operations of the Satellite Campuses:Registration and EnrolmentClass SchedulesFaculty AssignmentsBook Learning materials requirements and case materials ordering and distributionSchedule of academic activitiesMarketing of the ProgramCoordinates the planning sessions with the Satellite Campus Directors and arranges the logistical requirementsWorks with the Satellite Campus Directors in securing approvals for proposals, including the coordination with other Units of the University (e.g. ULCO, CAO, etc) for their inputs and review of MOUs, Site proposals, etc.3. Student Affairs, Student Formation, Student ServicesCoordinates with the Coordinator for Student Affairs, Formation and Services on all activities related to these functions4. International ProgramsCoordinates with the Office of International Relations (OIR) for the available partner universities abroadPrepares announcements of the Study Abroad Program to students including those from the satellite campusesGathers and prepares a summary of all applications for review of the Associate Dean of Academic AffairsOrganizes the information session with the Associate Dean for Academic Affairs, including coordination with resource persons/ former participants to the summer exchange programEndorses to the OIR and the GSB Registrar’s Office list of qualified applicants selected by the Associate Dean for Academic AffairsCoordinates with students regarding proper documentation before they leave for abroadGathers Transcripts of Records from Universities abroad and submits to the Registrar's Office for proper documentation5. AdministrationManages the Associate Dean's schedule and requests for appointmentsAssists the Associate Dean in convening meetingsArranges for logistical requirements of these meetings, prepares minutes of these meetingsServes as secretariat to the Associate Dean’s CouncilDrafts correspondence and memos of the Associate Dean, as may be requiredReviews incoming correspondence and, as necessary, gathers information/data from divisions/individuals for background notes for the Associate Dean’s reference6. FinanceAssists in the preparation, consolidation and monitorings of Department budgets of the Office of the Associate DeanAssists the Associate Dean in managing the procurement process for academics, as neededAssists in monitoring income and expensesPrepares petty cash requests, disbursements and timely liquidation of cash advancesCoordinates with CAO to follow up payments to creditors and suppliers7. Management of Special Projects and Special Academic ActivitiesAssists in organizing and overseeing events and activities under the Office of the Associate Dean such as the Faculty Development Workshops/Trainings, Annual Faculty Conference, General Assemblies of Faculty Members, AGSB Graduation and the likeAssists in monitoring special projects of the Office of the Associate Dean such as development of (innovative) learning materials, manuals, guides, etc. in aid of curriculum deliveryAssists in coordinating with the Director for Student Affairs and Formation and the AGSB Student Council regarding student-driven initiatives such as the ORSEM, Annual Student Leaders Strategic Planning Conference, etc.8. Human resource management systems implementation, monitoring and evaluationAssists in coordinating with the Office of the Associate Dean for Administrative and Student Services and other school units (e.g. OHRMOD, LS, etc., as needed) regarding existing policies, guidelines, protocols, faculty engagements (e.g. teaching loads at the AGSB, etc.) to ensure HR standard practicesAssists in coordinating hiring of faculty and other faculty-related transactions with the Office of the Dean

Qualifications

Bachelor’s degree in the field of Management or Psychology
Three (3) to five (5) years of relevant work experience

Knowledge, Skills and Abilities

1. Decision making, Critical Thinking, Strategic Thinking

Ability to analyze large amounts of data and information as input for formulating goals, monitoring progress, and calibrating programs

2. Change Management

Ability to manage resistance to change by involving and engaging key stakeholders in the process of change

3. Networking and Partnering

Ability to establish, develop and maintain productive partnerships

4. Interpersonal Skills

Ability to effectively relate, collaborate, and negotiate with different job levels in different circumstances, taking into consideration their needs, feelings, and context.
Equally comfortable dealing with staff, faculty and administrators/management

5. Quality Perspective

Ability to assess the value, quality and importance of responsibilities, services, supplies and human resources; attending to details and standards while keeping in mind relevance and contribution to overall achievement of goals

7. Communications and Public Relations

Ability to communicate and disseminate information/message in various modalities for different stakeholders

8. People Management

Ability to coordinate and manage the efforts of the team to achieve team goals.

9. Organization and Prioritization of Work

Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details

9. Data and Information Analysis

Ability to analyze data and information as input for the formulation of strategic plans, monitoring progress towards goals, and calibrating programs

10. Basic Financial Management

Knowledge of office budget and monitor multiple office finances

11. Technological Savvy

Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Application

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