Academic Program Secretary

The Academic Program Secretary provides administrative, logistical, and operational support to the various programs of the John Gokongwei School of Management, specifically Communications Technology Management, and the Legal Management Programs. The role ensures the smooth coordination of academic and co-curricular activities, while supporting day-to-day operations that contribute to student formation, effective program delivery, and overall office efficiency.

Main Duties and Responsibilities:

I. Frontline and Secretarial Support

Attends promptly to inquiries and requests from stakeholders and visitors from various communication channels (e.g. face-to-face, online, phone) and coordinates the flow of information internally and with other offices concerned

Prepares and coordinates the Program Directors' calendar of activities, including meetings, seminars, talks, and events

Receives, records, and transmits correspondences, documents and projects for the Program Directors and their respective faculty

Routes necessary documents to relevant offices within the University

Attends and takes minutes of program meetings, ensuring documentation of key decisions and action points

II. Resource Management Support

Maintains office cleanliness and functionality including monitoring proper use of lights, air-conditioning, and pantry upkeep in coordination with the Central Facilities Management Office (CFMO)

Monitors office supplies inventory and ensures timely replenishment based on approved budgets

Assists in the preparation of the annual budget proposal for the programs by gathering and drafting financial reports for submission to the Program Directors for their review and approval

III. Academic Program Support

Coordinates with the Office of the Registrar on academic matters such as grades, course requirements, subjects available for enrollment and load revision requests

Monitors academic standing and probationary status of students, particularly at the sophomore and junior levels and notifies respective Program Director and faculty

Assists students in the registration process including enlistment and online/manual registration

Coordinates with the Office of the Assistant Vice President for Undergraduate Education on matters/requests related to Individual Program of Study (IPS), validation of subjects, Leave of Absence (LOAs) Applications, double majors, and transferees

Assists in the selection process of program awardees

Assists in reviewing, organizing, and maintaining internship-related records, including employer and student evaluations, as well as documentation requirements for Junior Term Abroad (JTA) students

Coordinates the scheduling and logistics of year-end exit interviews, and supports the documentation, consolidation, and secure filing of interviews

IV. Coordination and Logistical Support

Arranges and provides logistical support for student-centered and school- wide events including program talks, testimonial dinners, JGSOM Open House, workshops, conferences, and other engagement activities

Assists in the coordination of class schedules, room assignments and class supplies with JGSOM and its faculty

V. Data and Records Management Support

Oversees the organization and upkeep of student and alumni records ensuring data accuracy and accessibility

Maintains physical and electronic student files, organizing them by program and academic term

Regularly updates the student database by entering grades, transcripts, faculty remarks and advisement data into the system

Verifies and updates alumni contact details, employment information and graduation records

Knowledge, Skills, and Abilities:

Administrative Support Skills: Knowledge of clerical processes including document management, correspondence, and office coordination

Communication Proficiency: Excellent oral and written communication skills, including documentation and reporting

Records Management: Ability to organize, maintain, and update student and program records efficiently and securely

Technological Savvy: Proficiency in Microsoft Office, Google Workspace, and university systems for registration and academic tracking

Customer Service: Responsive and respectful in dealing with internal and external stakeholders

Coordination and Planning: Capable of managing multiple schedules, programs, and activities with accuracy and timeliness

Attention to Detail: Accurate data encoding and file management for student and academic records

Time Management: Efficient prioritization of daily responsibilities

Communication Skills: Communicates clearly and professionally in both verbal and written formats when coordinating with stakeholders, preparing reports, or responding to inquiries

Education and Experience Requirements:

Bachelor’s degree

At least 2–3 years of relevant administrative, clerical, or academic support experience

Experience working in an academic or higher education environment is an advantage