Program Assistant  

Duties and Responsibilities

• Administrative and Logistical Support for all five centers under Gokongwei Brothers School of Education and Learning Design
• Program assistance for the Centers’ training and development courses offered online or onsite to the University and other partner institutions
• Creates registration and evaluation materials for center programs, tracking participants’ registration and evaluation responses
• Responds to email inquiries, replying to participants’ concerns and trouble-shooting program issues.
• Maintains participants’ records and files
• Arranges logistics for program talks, webinars and training activities of the centers
• Manages Zoom rooms, mans / facilitates virtual breakout rooms for webinars
• Prepares certificates and badges for participants and sends these out to completers.
• Prepares of end-of-program reports to be submitted to respective partner institutions and government agencies involved.

Other Duties and Responsibilities

• Coordinates with government agencies and partner institutions
• Serves as liaison between centers and institutional partners or government agencies
• Assists the center directors in the preparation and filing of incoming/outgoing correspondences
• Receives and transmits documents/letters, papers, and projects for the directors of the five centers
• Maintains the email inboxes of the five centers, replies to incoming messages and follows up on pending matters
• Keeps and updates records of each center’s programs and its participants
• Serves as project assistant in the development of new online courses
• Research - Assists faculty in finding related literature and other resources on them course topic.
• Copyright review - Reviews all course materials and validates that there are no copyright violations.
• Style review - Reviews and edits in course narratives in terms of grammar and punctuation.
• Citation review - Reviews course narratives and ensures that proper in-text citation and bibliography are provided, following the APA format.

Fiscal Duties and Responsibilities

• Prepares requests for petty cash vouchers, orders for check, budget transfer, liquidation reports for center related programs.
• Prepares billing statements, invoices and payment orders as needed by the centers
• Files and submits requests on the Central Accounting Office Payments System (CPS) as Originator for centers
• Maintains and monitors accurate ledgers of office revenue, expenditures and budgets.
• Assists in preparing the yearly budget proposal for the five centers

Education and Experience Requirements:

• Bachelor’s Degree, preferably in management, education, communication or other similar tracks
• Experience : At least 3 years administrative work experience
• Familiarity with MS Office applications, Canvas LMS, Google Drive, Zoom, Google Meet and various online communication tools