Administrative Assistant for Student Formation and Research Ethics VI  

The Administrative Assistant for Student Formation and Research Ethics VI performs administrative, secretarial, and clerical duties to support the curriculum roll-out of the leadership, coaching and mentoring across the year levels, and the ASMPH Research Ethics Committee (AREC).

Main Duties and Responsibilities:

I. Administrative Support

• Serves as point person for inquiries and requests from stakeholders and visitors through various channels (e.g., face-to-face, email, phone)
• Schedules, attends, and documents meetings, review sessions, and workshop proceedings, noting key discussions, agreements, and follow-up action
• Prepares and disseminates official communications and correspondences for the Leadership and Formation Cluster (LFC), including those related to the AREC
• Handles coordination and logistical support requirements for meetings and coaching sessions
• Assists the LFC Chair in drafting the proposed budget and monitoring the expenses of the cluster.
• Prepares billing documents related to leadership, coaching, mentoring sessions and AREC
  • Attends to Mentors/Faculty queries regarding the status of their honorarium

II. Operational Support

Student Services Support:

• Monitors Critical Attention Required (CARE) students and other confidential student cases by documenting and tracking data and updates under the guidance of the Coordinator, ensuring appropriate follow-up actions are taken

ASMPH Research Ethics Committee Support:

• Receives and reviews applications for completeness, then documents, forwards, and monitors them for the approval of the AREC Chair and members

• Assists in monitoring the status of research projects by documenting and tracking the progress and updates of their review and approval

• Coordinates with other involved offices on matters pertaining to research ethics applications, protocols, and databases

• Provides regular updates and reports to the Chair on all matters regarding AREC

Mentor Engagement and Session Coordination:

• Contacts potential coaches/mentors for sessions as instructed by the Coordinator

• Ensures that the mentors' profile and/or 201 files are complete before the sessions start

• Monitors attendance, mentoring reports, and requests for the processing of professional fees

  • Ensures timely submission and organized filing of coaching and mentoring reports

  • Monitors and coordinates missed leadership, coaching, and mentoring sessions

• Prepares, distributes, and compiles mentoring evaluations annually

III. Data and Records Management Support

• Maintains files and records of student portfolio, mentoring folders, and other relevant documents/materials for the Office in a systematic manner and consistent with the need to protect confidentiality and data privacy

• Maintains and updates the database of coaches and mentors, tracking changes such as exits or inactive status, and promptly informs the Coordinator to initiate timely recruitment efforts

• Prepares reports and data needed regarding the coaches/mentors to be submitted to the Commission on Higher Education (CHED), Philippine Research Ethics Board (PHREB), and other accrediting organizations or when needed

IV. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative

Education and Experience Requirements

• With a Bachelor's Degree
• With at least 3 years work experience, preferably in the academe
• Familiarity with the Ateneo/Ateneo School of Medicine and Public Health's processes and practices, an advantage