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.

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