Admissions and Administration Officer

(Final JD is still under review)

I. Student Recruitment-related activities

Works with the Marketing Team in determining the annual targets for new students.

Monitors and prepares periodic report on conversion rates from the different acquisition activities of the Marketing Team

Coordinates with the Marketing Team on the schedule of student recruitment and acquisition events

Works with the IT in updating the online application form. Designs, layouts and updates other recruitment forms, including that for Scholarships (if applicable).

Records and prepares periodic reports on the number of applications received (online/onsite) and status of applications and turnaround time.

II. Admissions

Continuously reviews and implements an effective and systematic admissions process, in cooperation with the Registrar’s Office and Marketing Office, including recording and validating admission credentials in line with the office standards of relevance, efficiency, and service.

Works with the Liaison Officer of the Registrar’s Office in ensuring compliance of accepted applicants to regulatory requirements of government agencies

Facilitates processing of new MBA applications, including initial applicant evaluation, facilitation of all entrance exam-related tasks, preparation of the Admissions Report

Supervises the conduct of the MBA entrance exams and coordinates with the different Offices the logistical requirements for conducting onsite entrance exams

Prepares the summaries of all the applications using the spreadsheet developed for the purpose of the Admissions Committee;

Oversees the conduct of the meetings of the Admissions Committee as it reviews and decides on all applications;

Coordinates with the Registrars’ Office in communicating with all applicants on the status of their applications;

Prepares a report on applications, acceptance and rejections for submission to the Office of the Dean.

III. Satellite Operations

Coordinates with the Satellite Campus Directors in managing the operations of the Satellite Campuses

Coordinates the planning sessions with the Satellite Campus Directors and arrange the logistical requirements.

Works with the Satellite Campus Directors in securing approvals for proposals, including the coordination with other Units of the University (e.g. ULCO, CAO, etc) for their inputs and review of MOUs, Site proposals, etc.

IV. Student Affairs, Student Formation, Student Services

Coordinates with the Director and/or Coordinator for Student Affairs, Formation and Services on all activities related to these functions;

V. Administration

Assists the Associate Dean in convening meetings. Arranges for logistical requirements of these meetings, prepares minutes of these meetings

Serves as secretariat to the Associate Dean’s Council

Drafts correspondence and memos of the Associate Dean, as may be required

VI. Finance

Assists in the preparation, consolidation and monitorings of Department budgets of the Office of the Associate Dean

Assists the Associate Dean in managing the procurement process for academics, as needed

Assists in monitoring income and expenses.

Prepares petty cash requests, disbursements and timely liquidation of cash advances.

VII. Management of Special Projects and Special Academic Activities

Assists in organizing and overseeing events and activities under the Office of the Associate Dean

Assists in monitoring special projects of the Office of the Associate Dean

Assists in coordinating with the Director for Student Affairs and Formation and the AGSB Student Council regarding student-driven initiatives

VIII. Human resource management systems implementation, monitoring and evaluation

Assists in coordinating with the Office of the Associate Dean for Administrative and Student Services and other school units regarding existing policies, guidelines, protocols, faculty engagements to ensure HR standard practices

Assists in coordinating hiring of faculty and other faculty-related transactions with the Office of the Dean.

IX. Performs any other tasks as may be assigned by the Associate Dean for Academic Affairs.

Knowledge, Skills and Abilities:

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/management

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

People Management - Ability to coordinate and manage the efforts of the team to achieve team goals.

Organization and Prioritization of Work- Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details

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

Basic Financial Management - Knowledge of office budget and monitor multiple office finances

Technological Savvy - Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Application

Education and Experience Requirements:

Bachelor’s degree in the field of Management or Psychology

3-5 years of relevant work experience