Campus Assistant for Cebu  

Summary of Work Activities and Responsibilities:

The Satellite Campus Assistant VI provides frontline, administrative, logistical, and general office management support for the day-to-day operations of the Office. The position also provides support for marketing and admissions processes in his/her assigned Site.

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 Admissions and Admin 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 Admissions and Admin Officer and/or the Registrar’s office in Rockwell-Makati Campus

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 Admissions and Admin 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 Rockwell-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 duties as may be required by the immediate supervisor and/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