Ateneo de Manila University
Ateneo de Manila University

Assistant to the Associate Dean for Administrative and Student Services | Graduate School of Business  

Ateneo de Manila University

 
  • Makati, Philippines
    Makati, Metro Manila, Philippines
    Makati
    Metro Manila
    Philippines
    Philippines
  • Full timeFULL_TIME

Expired 3 months ago

2023-12-19T16:00:00+00:00
Job closed.

Job Description

Summary of Work Activities and Responsibilities:

Under the supervision of the Associate Dean for Administrative and Student Services (ADASS), the Assistant to the ADASS supports the Associate Dean in managing the day-to-day administrative requirements of the School by ensuring that set standards are implemented properly; and coordinating the service requirements of GSB with the Central Administration Support Units (e.g., budget and finance, HR, IT, facilities).

Main Duties and Responsibilities:

I. Administrative Support

  • Formulates, recommends, and implements guidelines pertaining to administrative processes (e.g., standard office procedures, alignment with University processes, etc.)
  • Liaises with students, faculty, partners, and other Professional Schools and other University units in relation to the delivery of administrative services within the GSB
  • Manages the ADASS' schedule and requests for appointments.
    • Assists the ADASS in convening meetings. Arranges the logistical requirements of these meetings, prepares minutes of these meetings
  • Attends to the correspondences, reports, and records of the Office
    • Drafts correspondences and memos of the ADASS, as may be required
    • Reviews incoming correspondences and documents for approval (including Memorandum of Agreement/Understanding) and gathers information/data from divisions/individuals for background notes for reference of the ADASS, as needed
    • Assists in the preparation of management reports
    • Maintains a system for filing, safekeeping and keeping confidential all office records
  • Coordinates with the Assistant to the Associate Dean for Academic Affairs (ADAA) on the updated School calendar for submission to the Office of the Vice President for Finance and Treasurer for possible implications on crediting of revenues and expenses and other budget-related purposes of the GSB
  • Coordinates with the Office of the Registrar for the preparation of reports submitted to the Commission on Higher Education (CHED), Office of the Vice President for Finance and Treasurer (OVPFT), Office of the President, etc.
  • Supervises the non-teaching staff under the OADASS*
  • Assists in disseminating information and administering forms/surveys to students supported by the ADASS (e.g., health and wellness protocols, declaration, questionnaires, Campus Access Request (CAR), Undertaking for Students Form, etc.)
    • Conducts initial screening of received responses to survey for endorsement of the ADASS
  • Performs tasks and/or represents GSB in Committees (e.g., GSB, APS, University committees) as may be assigned by the ADASS

II. School Budget and Funds

  • Prepares and monitors Office budget and assists the ADASS in consolidating the GSB budget, which includes those in the satellite campuses
    • Drafts the schedule of the commencement of the budget preparation for the new fiscal year within the GSB
    • Coordinates with the OVPFT on the materials to be used for the budget preparation and distributes these to the different GSB departments and ensures the availability of the copy of their ledgers
      • Screens the submission of the proposed budget from the different departments and makes notations for review of the ADASS
      • Convenes meetings with the concerned parties to discuss the proposed budgets
      • Consolidates the GSB’s proposed budget for review of the ADASS prior to submission to the Dean’s Office
      • Assists the ADASS in drafting the presentation for the Budget Hearing
      • Assists the ADASS in running the breakeven points for the academic programs and relays these to the OADAA
  • School Budget and Funds
    • Prepares and monitors Office budget and assists the ADASS in consolidating the GSB budget, which includes those in the satellite campuses
      • Drafts the schedule of the commencement of the budget preparation for the new fiscal year within the GSB
      • Coordinates with the OVPFT on the materials to be used for the budget preparation and distributes these to the different GSB departments and ensures the availability of the copy of their ledgers
      • Screens the submission of the proposed budget from the different departments and makes notations for review of the ADASS
      • Convenes meetings with the concerned parties to discuss the proposed budgets
      • Consolidates the GSB’s proposed budget for review of the ADASS prior to submission to the Dean’s Office
      • Assists the ADASS in drafting the presentation for the Budget Hearing
      • Assists the ADASS in running the breakeven points for the academic programs and relays these to the OADAA
  • Coordinates with the OADAA, Director for Student Affairs and Formation and the GSB Student Council for budget and support service requirements for student-driven initiatives (e.g., Orientation Seminar [ORSEM], Annual Student Leaders Strategic Planning Conference, Placement activities, etc.)
  • Coordinates with the Office of the Vice President for the Professional Schools (OVPPS) and/or the OVPFT on the materials for the quarterly reports and Mid-year Review of Operations.
    • Assists the ADASS in preparing the financial reports and materials for the mid-year review
    • Coordinates with the Office of the Dean for the Mid-year Review presentations
  • Monitors the utilization of the Restricted funds and Professorial Chairs and coordinates with the OVPFT or Office of the President (OP) for requests to use such funds
  • Coordinates with the OP for availability of scholarship funds from either concessionaire sales or professorial chairs
  • Monitors and ensures the submission of utilization reports from Project Proponents for the use of Professorial Chair awards
  • Coordinates with the Loyola Schools - Office of Admission and Aid (LS – OAA) or the University Athletics Office (UAO) to validate endorsement and approval of Grant-in-Aid (GIA) and other scholarship requests for GSB’s MBA programs
    • Requests reports from the Central Accounting Office (CAO) on receivables from LS-OAA or UAO for students supported by GIA Program
    • Coordinates with the Office of the Registrar and verifies lists of students under scholarship
    • Assists the ADASS in managing the procurement process for the requirements of the various units

III. Human Resource Matters

  • Coordinates policies, guidelines, protocols, faculty engagements to ensure alignment of processes and compliance to University standards
  • Coordinates hiring processes and facilitates the preparation of hiring documents and requirement
  • Collaborates with the OADAA on faculty initial ranking, permanency, and promotion requirements
  • Uploads vacancies to online portals and conducts initial screening and interviews of applicants
  • Prepares faculty contracts and drafts memos for renewal of administrative appointments, including salaries
  • Disseminates information and reminders relevant to the performance evaluations of GSB employees (e.g., goal setting, development plans, etc), in coordination with the OADAA
  • Monitors and checks the absence reports for non-teaching personnel
  • Works with the Office of the Dean in organizing and overseeing events and activities such as the Annual Staff Conference, training/workshops for non-teaching staff, etc.

IV. Facilities and Information Technology Matters

  • Coordinates with the Office of the Vice President for Digital and Information Technology Services for GSB’s IT requirements
  • Coordinates with the Central Facilities Management Office (CFMO) for maintenance, repairs, and other facilities requirements and monitors the status and completion of requests
  • Assists the ADASS in planning layouts of spaces, replacement of furniture, and in the general upkeep of offices
  • Manages the reservation of classrooms and other spaces in the GSB, in coordination with the CFMO

V. Management of Special Projects and Events

  • Keeps track of projects and initiatives of the OADASS, such as but not limited to, Open House, Marketing Fora, online infrastructure training for classes, etc
  • Provides administrative and logistical support for Student Formation activities and other student-driven initiatives

VI. Performs any other tasks as may be assigned by the immediate supervisor and authorized representatives.

Minimum Qualifications

Education and Experience Requirements:

  • Bachelor’s degree in Management or Psychology
  • At least 3-5 years of relevant work experience

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

Jobs Summary

Job Level
Mid-Senior Level / Manager
Job Category
Administration and Coordination
Educational Requirement
Bachelor's degree graduate
Recruiter response to application
Once in a while
Office Address
Makati, Metro Manila, Philippines
Industry
Higher Education / Academia
Vacancy
1 opening
Website
http://www.ateneo.edu/

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About Ateneo de Manila University

The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.

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