Assistant to the Associate Dean for Administrative and Student Services | Graduate School of Business (GSB) | Makati  

*Jd subject to revision and improvment

Under the supervision of the Associate Dean for Administrative and Student Services, he/she 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 Graduate School of Business with the Central Administration Support Units

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 school
• Manages the associate dean's schedule and requests for appointments.
• Attends to the correspondences, reports, and records of the office

II. School Budget and Funds

• Prepares and monitors office budget and assists the associate dean in consolidating the budget, which includes those in the satellite campuses
• Coordinates with the Academic Affairs, Director for Student Affairs and Formation and the Student Council for budget and support service requirements for student-driven initiatives (e.g., orientation seminar, annual student leaders strategic planning conference, placement activities, etc.)
• Coordinates with the Office of the Vice President for the Professional Schools and/or the Office of the Vice President of Finance and Treasurer on the materials for the quarterly reports and mid-year review of operations.
• 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 Office of the Vice President of Finance and Treasurer or Office of the President for requests to use such funds

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 Academic Affairs 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
• 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 it requirements
• Coordinates with the Central Facilities Management Office for maintenance, repairs, and other facilities requirements and monitors the status and completion of requests
• Assists in planning layouts of spaces, replacement of furniture, and in the general upkeep of offices

V. Management of Special Projects and Events

• Keeps track of projects and initiatives of the office, 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

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