Program Assistant V  

The Program Assistant V provides administrative, logistical, and operational
support for employee formation programs and activities. The position assists in
coordinating program logistics, managing documentation, processing financial
transactions, and maintaining communication with internal and external
stakeholders to ensure smooth program implementation.

Main Duties and Responsibilities
I. Program Management Support

• Supports the planning and development of formation programs by gathering, organizing, and synthesizing information needed for informed program design
• Assists in the preparation and implementation of employee formation programs and activities by coordinating all necessary logistical and material requirements
• Coordinates with internal and external stakeholders such as resource
  persons, partner units, volunteers, scholars, and program participants to
  ensure smooth implementation of programs and activities
• Prepares and disseminates program-related communication materials,
  such as announcements, invitations, confirmations, and other participant
  updates
• Consolidates participant attendance and evaluation data, ensuring
  accurate documentation and timely submission of results and feedback
  to the Employee Formation Supervisor
• Participates in University service activities as part of community
  involvement, such as assisting as a volunteer usher during institutional
  events (e.g., Traditional Service Awards, Baccalaureate Mass,
  Commencement Exercises, and similar occasions) and provides short
  feedback reports that may be considered beneficial for formation
  programs

II. Frontline and Secretarial Support

• Attends to visitors, participants, and guests at the Office, responding to face-to-face, phone and online inquiries regarding programs and activities
  • Handles and forwards high-level concerns and inquiries to the Employee Formation Supervisor as needed

• Handles internal and external communications, including emails, calls, and correspondences, ensuring timely and appropriate responses and follow-through as needed

• Assists in scheduling meetings, preparing materials, and taking minutes
  as needed

• Contributes to ensuring the general cleanliness of the office and safety
  of all office personnel in accordance with the university’s safety
  protocols

III. Resource Management Support

• Assists program officers as needed in preparing and processing financial
  documents such as program liquidation reports, reimbursements, and
  payment requests for review and approval of the Employee Formation
  Supervisor
• Monitors and ensures the timely procurement of materials, and
  equipment necessary for program operations

IV. Records Management Support

• Organizes, updates, monitors, and maintains accurate digital and physical files, reports, and documentation related to assigned programs
• Ensures proper documentation of programs and activities by
  documenting attendance, coordinating photo and video coverage,
  collecting program materials, organizing outputs in secure and accessible
  files, and ensuring that an article/write-up made by the team for a
  particular event/program is published on time through the official
  communication channels

• Bachelor’s degree in Psychology, Human Resource Management, Marketing, Mass Communication, Business Administration, or any related field
• With at least 2-3 years of relevant experience in administrative, program coordination, training, education, or customer service functions
• Exposure to event organization, or documentation work in an academic or formation-oriented setting is an advantage