Administrative Coordinator | Graduate School of Business  

JD for revision

A. Administrative and Program Management

• Creates the program calendar for a new Master in Entrepreneurship batch
• Coordinates with the faculty or Guest Lecturer regarding availability to teach in specifically assigned classes determined by the Program/ Academic Director
• Assists the Program/ Academic Director with regard to faculty, guru, and associate guru training and mentoring
• Creates, updates, maintains and secures all electronic records of the students, faculty, partners, and various Ateneo units, such as but not limited to database, profiles, module papers / business plans, enrollment files, and grades observing confidentiality guidelines
• Leads the preparation for the orientation, defense, recitals, and closing ceremonies
• Prepares and submits updated enrollment lists to the Registrar’s Office, as required by the Comission on Higher Education.
• Leads direct communication with the students and faculty, as may be needed by other Graduate School of Business units
• Documents the students’ defense at the end of each module; sends out the final defense documentation to defense panelists for approval and signature prior to sending to the students as reference for their revisions
• Prepares graduation-related requirements, such as but not limited to, final graduation lists, certificate of approval for the business plans of students, certificate for the Certified Master Entrepreneur and other related activities
• Creates a summary of the basis of graduation for the reference of the guru and associate guru at the start of the batch

B. Marketing and Admissions

• Collaborates with the Academic Director and Marketing Group and/or University Marketing and Communications Office in conceptualizing and creating artworks/visuals for the program e.g. campus advertisements, print ads for partner media/s, etc.
• Conceptualizes events that may help in the promotion of the program
• In coordination with the GSB Marketing Group and/or UMCO, leads the implementation of various ME campaigns and caravans, such as but not limited to, trainings, seminars, exhibits, conventions, conferences, direct marketing and network events
• Sends emails and conducts follow up calls to interested applicants and to applicants who have been assessed as acceptable for the program
• Entertains walk in applicants, explaining all the details of the program, converting applicants’ interests to engagements
• Performs initial screening of the applicant prior to scheduling the interview with the guru and/or associate guru
• Attends the interview process and documents the proceeding by noting down the basis of graduation per applicant; forwards the interview sheet to the Admissions Office if the applicant is qualified and passed the interview for processing of the Acceptance Letter

C. Finance

• Prepares annual/school year’s budget for the ME Program and coordinates with the Assistant to the Associate Dean for Administrative and Student Services on requirements
• Drafts memos on for deposits, deferments, adjustments in financial reports, etc.
• Monitors finances of the unit such as budgets, requisitions, tuition payments, receivables from students (including penalties of students), consultancy fees, teaching, guruing, and defense fees, remuneration/ token of guest speakers, cash advance for site visits, and other various expenses (those subject for liquidation and reimbursement)

D. Human Resource

• Provides inputs to probationary and final evaluation of staff
• Facilitates onboarding of new staff and orients him/her on sales and marketing, program content, and various policies of the University and of the program
• Performs other work-related responsibilities that may be assigned by the Immediate Supervisor or authorized Administrator

Knowledge, Skills and Abilities:

• Basic Financial Management - Knowledge of financial and budget preparation and management
• 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
• Technological Savvy - Ability to utilize information technology, computer, and internet systems to accomplish tasks; Proficient in MS Office Applications
• Organization and Prioritization of Work- Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency
• Self-starter – With high level of initiative 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
• Change Management - Ability to manage resistance to change by involving and engaging key stakeholders in the process of change
• Networking and Partnering - Ability to establish, develop, and maintain productive partnerships
• 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
• 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
• Communications and Public Relations - Ability to communicate and disseminate information/message in various modalities for different stakeholders
• People Management - Ability to coordinate and manage the efforts of the team to achieve team goals

Education and Experience Requirements:

• Bachelor’s Degree; Graduate studies is an advantage but not a requirement
• Preferably with at least five years’ supervisory experience in the field of Office Administration, Operations, Marketing and Sales or Customer Service
• Background in financial management is a must
• Experience in an education institution an advantage