Graduate Admissions Supervisor | Office of the Assistant Vice President for Graduate Education  

Summary of Work Activities and Responsibilities:

Under the supervision of the Assistant to the Associate Dean for Graduate Programs, the Graduate Admissions Supervisor ensures the effective implementation of the admissions process for graduate students.

Main Duties and Responsibilities:

I. Team Supervision

• Plans and prepares employee work schedules and assignments, rotation program, and scope of work.
• Monitors performance of Admissions Team and guides them throughout implementation of work processes, ensuring that proper standards are met.
• Evaluates performance of Admissions Team and recommends corresponding personnel actions, such as promotion, transfer, and dismissal.
• Provides performance feedback and coaches Admissions Team in resolving performance concerns and providing development opportunities.

II. Graduate Student Admissions

• Oversees the Graduate Programs’ admissions process.
  • In consultation with the Assistant to the Associate Dean, identifies the appropriate process flow and timelines related to the release, acceptance and processing of applications, and ensures that these are met.
  • Reviews admissions process, recommends, and implements improvements to increase efficiency.
• Carries out the operational requirements of the admissions process, in close coordination with various offices.
  • Guides applicants through the admissions process and monitors their application status.
  • Schedules students for testing, in coordination with the Ateneo Bulatao Center for Psychological Services.
  • Coordinates with academic departments on application status and decision, and releases decision to applicants.
• Reviews letters, memos, and forms pertaining to the admissions function.
• Creates materials to inform prospective students of the admissions process, to be disseminated in the Office social media accounts or website (e.g., process flow).

III. Relationship Management

• Establishes rapport and builds relationship with prospective students, including organizations interested in sending their staff to AdMU for graduate studies.
• Maintains communication with applicants through all stages of the admissions process.

IV. Accounts Management

• Coordinates with the assigned school in handling prospective students.
  • Gathers details of prospective students from the departments and informs them of the admissions process.
  • Facilitates exchange of information and documents between applicants and the departments.
  • Provides regular updates to the departments on the status of applications.
• Keeps abreast of current graduate programs under the assigned school.
• Works with the assigned schools and their departments in organizing activities and creating informational materials designed to increase the visibility of their graduate programs.

V. Registration Support

• Provides support to the registrations process.
• Assigns student numbers and creates AISIS accounts, in coordination with ITRMO and OMIS.
• Screens and forwards submitted documents of students to the Registrar’s Office.
• Responds to inquiries and directs students to appropriate offices, if necessary.

VI. Office Management Support

• Assists in the logistical preparations for the different Office activities and special events (e.g. graduation, orientation, etc.)
• Prepares cost estimates relevant to the admissions process and ensures expenses are within budgetary limit.

VII. Performs other work-related tasks as may be required by the Immediate Supervisor and authorized representative.

Education and Experience Requirements:

• Graduate of any bachelor’s degree, preferably a Master’s degree holder
• With at least 3 years of relevant work experience
• Familiarity with the Ateneo academic processes and practices is an advantage

Knowledge, Skills and Abilities:

• 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
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of multiple required outcomes, according to importance and urgency; keen to details
• Service Orientation: Actively looking for ways to help people; Ability to relate with client well-pleasing, warm, patient and respectful in dealing with people
• Account Management: Ability to maintain relationships, by understanding the needs of the clients, and working with clients through their requirements
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; comfortable with exploring new technologies
• Process Management: Ability to oversee, implement, and evaluate a work process; has the capacity to recommend improvements
• Graphic Design Skills: Ability to design basic promotional materials
• People Management Skills: Ability to lead and guide a team in achieving set goals