Program and Administrative Officer II | Center for Continuing Education  

*full job description will be sent to shorlisted candidates

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.

II. Administrative Support

• Monitors the schedules and appointments of Director in relation to external clients and partners, and programs conducted outside the campus.
• 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.
• Maintains records of learning development needs and program attendance of CCE employees.
• Ensures that all documents and contracts for approval are adequately supported and properly conceptualized.

III. Internal Recruitment and Internship Program Management

• Oversees employee recruitment strategies of the Center, in consultation with the HR Cluster.
• 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).
• Serves as a liaison between the students and the academic departments in addressing inquiries and/other concerns about 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