Program Site Assistant | Clark  

Main Duties and Responsibilities

I. Administrative and Classroom Management Support

• Serves as a liaison between students, faculty, and administrators
• Oversees and manages the calendar, meeting, and appointment schedules of the Satellite Campus Director
• Coordinates reservations and arrangements for faculty accommodation requirements
• Prepares and processes financial documents for submission to the Central Accounting Office (CAO) (e.g., Order for checks, reimbursement and liquidation request, petty cash voucher, requisition form, budget realignment, etc.)
• Monitors, liquidates, and summarizes petty cash expenditures and request for replenishment
• Monitors the inventory of office supplies, books, and resources regularly to ensure that these are replenished, properly stored, and in good working condition
• Orders and purchases office supplies/equipment and flags major item purchases for endorsement and approval of the Director
• Prepares summary of provisional receipts for submission to the Central Accounting Office
• Provides logistical support to faculty members and attends to classroom requirements (e.g., Canvas, class lists, books, etc.)
• Provide support in setting-up and conducting minor troubleshooting of technology and equipment (e.g., LCD projector, microphones, etc.) required for classes particularly those related to online and flex modalities of teaching and learning

II. Marketing and Admissions Support

• Assists and helps the Satellite Campus Director in promoting the Site’s programs to different establishments and nearby provinces:
• Attends and responds to student applicants, including telephone inquiries and walk-ins
• Coordinates with suppliers for production of marketing output and collaterals
• Distributes marketing collaterals and sets up information sessions about the MBA programs
• Organizes events for the local community that can build awareness on GSB and its programs
• Schedules meetings with prospective institutional clients as well as newspaper advertisements in the local newspaper
• Coordinates with the Academic Affairs Support Officer and/or the GSB Registrar’s Office on Registration and classroom management matters
• Disseminates admission guidelines, requirements and administrative processes to prospective students
• Coordinates schedule of entrance examinations and/or admission interviews
• Compiles documents submitted by new applicants prior to taking the entrance
• examination/interview and submits to the Academic Affairs Support Officer and/or the Registrar’s office in Rockwell
• Assists students during enrollment, issues provisional receipts for all payment transactions, and distributes receipts for tuition fees payment to students
• Monitors submission and ensures completeness of official documents once admitted into the program
• Coordinates with the Academic Affairs Support Officer and/or the Assistant to the Associate Dean for Academic Affairs on the schedule of classes and faculty assignments
• Requests relevant materials (e.g., modules, books, provisional receipts, registration cards, etc.) from the Makati Campus for distribution to the students
• Prepares reports on student enrollment for every term
• Maintains and updates a database of students and alumni of the Satellite Campus

III. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representatives

Knowledge, Skills and Abilities

• Self-starter: With high level of initiative
• Communications and Public Relations: Ability to communicate and disseminate information/message in various modalities for different stakeholders
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency
• Basic Financial Management: Knowledge of financial and budget preparation and management
• Technological Savvy: Ability to utilize information technology, computer, and internet systems to accomplish tasks; Proficient in MS Office Applications
• 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

Education and Experience Requirements:

• Bachelor’s degree
• At least 3 years of work experience in corporate or educational setting