Graduate Admissions Assistant

Summary of Work Activities and Responsibilities:

The Graduate Admissions Assistant assists in the implementation of admissions policies and processes for graduate admissions.

Main Duties and Responsibilities:

I. Graduate Admissions

Carries out tasks related to the admissions process, in coordination with various offices

Reviews applicants’ submitted documents, ensuring completeness and adherence to requirements

Schedules applicants for entrance examinations

Disseminates applicants’ submitted documents to the academic departments for evaluation and Deans for final decision

Coordinates with academic departments and Deans on application status and decision, and releases decision to applicants

Drafts letters pertaining to the admissions function

Keeps abreast of graduate admissions policies and deadlines, and ensures that relevant information is properly communicated and observed by stakeholders

Prepares disbursement/reimbursement reports for endorsement to the Graduate Admissions and Financial Aid Supervisor

Maintains the admissions database, ensuring completeness and accuracy of information, in coordination with the Graduate Education Data Analyst III

Tracks applications and updates the database accordingly

Monitors admissions-related data (e.g., application and admissions rates, etc.) of academic departments, and provides updates on the status as needed

Gathers and summarizes feedback on admissions processes/services from internal and external stakeholders

Provides insights and initial recommendations based on data gathered, for quality assurance and improvement purposes

II. Relationship Management

Attends to inquiries and requests on graduate admissions from stakeholders and visitors from various communication channels (e.g., face-to-face, online, phone, email)

Keeps track of filed requests related to graduate admissions from applicants and academic/administrative offices, to ensure that these are processed and addressed in a timely manner

Guides applicants through the admissions process and monitors their application status

Maintains good communication with applicants through all stages of the admissions process

III. Accounts Management

Coordinates with academic departments for matters concerning prospective students

Gathers details of prospective students and informs them of the admissions process

Facilitates exchange of information and documents between applicants and the academic departments

Keeps abreast of current graduate programs under each academic department

IV. Registration Support

Provides support to the registration process by answering inquiries and directing applicants to relevant offices if necessary

Gathers and collates documents and requirements of newly admitted students for endorsement of the Graduate Admissions and Financial Aid Supervisor to the Office of the University Registrar (OUR)

Assigns student numbers and creates Student Information System (SIS) accounts for incoming graduate students

V. Performs other duties as may be required by the immediate supervisor or any authorized representative

Knowledge, Skills, and Abilities:

Technological Savvy: Proficient in office productivity tools (e.g., MS Office applications, Google Workspace, educational technology, and other resources); Knowledgeable of the University’s Student Information System

Oral and Written Communication Skills: Demonstrates clear and effective communication skills in both English and Filipino

Attention to Detail: Exhibits a keen eye for detail, ensuring accuracy and thoroughness in all tasks and documents

Organizational Skills: Demonstrates strong organizational abilities, effectively managing tasks, schedules, and resources to meet objectives

Qualitative and Quantitative Research Skills: Possesses a working knowledge of qualitative and quantitative research methodologies, with the ability to analyze and work with data from monitoring and evaluation reports

Ability to Cope with Tight Deadlines: Manages time effectively, maintaining high-quality work output even under pressure and tight deadlines

Collaboration Skills: Works well with others, fostering a collaborative environment to accomplish tasks and achieve goals

Initiative and Ability to Work Independently: Takes initiative and demonstrates the ability to work with minimal supervision, driving tasks to completion independently

Time Management Skills: Displays a strong work ethic, adheres to systematic approaches, and manages tasks and responsibilities effectively

Education and Experience Requirements:

Bachelor’s degree

At least 1 year of relevant work experience

Familiarity with the University’s academic processes and practices, an advantage