Ateneo de Manila UniversityThe Program Assistant V provides administrative, logistical, and operational support for employee formation programs and activities. The position assists in coordinating program logistics, managing documentation, processing financial transactions, and maintaining communication with internal and external stakeholders to ensure smooth program implementation.
I. Program Management Support
Supports the planning and development of formation programs by gathering, organizing, and synthesizing information needed for informed program design
Assists in the preparation and implementation of employee formation programs and activities by coordinating all necessary logistical and material requirements
Coordinates with internal and external stakeholders such as resource persons, partner units, volunteers, scholars, and program participants to ensure smooth implementation of programs and activities
Prepares and disseminates program-related communication materials, such as announcements, invitations, confirmations, and other participant updates
Consolidates participant attendance and evaluation data, ensuring accurate documentation and timely submission of results and feedback to the Employee Formation Supervisor
Participates in University service activities as part of community involvement, such as assisting as a volunteer usher during institutional events (e.g., Traditional Service Awards, Baccalaureate Mass, Commencement Exercises, and similar occasions) and provides short feedback reports that may be considered beneficial for formation programs
II. Frontline and Secretarial Support
Attends to visitors, participants, and guests at the Office, responding to face-to-face, phone and online inquiries regarding programs and activities
Handles and forwards high-level concerns and inquiries to the Employee Formation Supervisor as needed
Handles internal and external communications, including emails, calls, and correspondences, ensuring timely and appropriate responses and follow-through as needed
Assists in scheduling meetings, preparing materials, and taking minutes as needed
Contributes to ensuring the general cleanliness of the office and safety of all office personnel in accordance with the university's safety protocols
III. Resource Management Support
Assists program officers as needed in preparing and processing financial documents such as program liquidation reports, reimbursements, and payment requests for review and approval of the Employee Formation Supervisor
Monitors and ensures the timely procurement of materials, and equipment necessary for program operations
IV. Records Management Support
Organizes, updates, monitors, and maintains accurate digital and physical files, reports, and documentation related to assigned programs
Ensures proper documentation of programs and activities by documenting attendance, coordinating photo and video coverage, collecting program materials, organizing outputs in secure and accessible files, and ensuring that an article/write-up made by the team for a particular event/program is published on time through the official communication channels
Bachelor's degree in Psychology, Human Resource Management, Marketing, Mass Communication, Business Administration, or any related field
With at least 2-3 years of relevant experience in administrative, program coordination, training, education, or customer service functions
Exposure to event organization, or documentation work in an academic or formation-oriented setting is an advantage
Full-time
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