Admin Assistant for Academic Affairs

Job Summary:

The role supports quality assurance, research coordination, and compliance with institutional and regulatory requirements.

Key Responsibilities:

• Assist in the day-to-day operations of the Graduate School.
• Coordinate class schedules, faculty assignments, and room allocations.
• Support enrollment, registration, and student records management.
• Assist faculty and students with academic concerns and inquiries.

• Maintain and organize student academic records, including grades, completion status, and requirements.
• Prepare and monitor submission of academic reports and documents.
• Ensure completeness and accuracy of files for CHED, DepEd, and accreditation requirements.
• Safeguard confidential academic records and documents.

 C.  Research and Thesis/Dissertation Support

• Monitor student compliance with research requirements and timelines.
• Coordinate with advisers, panel members, and students regarding schedules and documentation.
• Maintain records of research outputs and submissions.

• Assist in the preparation and consolidation of documents for quality assurance and accreditation.
• Support the Graduate School Program Chair in compliance monitoring and reporting.
• Ensure proper documentation for audits, evaluations, and regulatory submissions.

• Serve as the primary point of contact for Graduate School inquiries.
• Facilitate communication between students, faculty, and administrative offices (Registrar,

• Prepare official communications, notices, and announcements.

• Assist in Graduate School promotion activities such as orientations and information sessions.
• Respond to inquiries of prospective students and guide them through the enrollment process.
• Support initiatives aimed at increasing Graduate School enrollment.

• Perform other tasks as assigned by the Graduate School Program Chair or VP AA.
• Participate in institutional activities, meetings, and academic events.

Minimum Qualifications:

• Bachelor's degree in Business Administration, Office Administration, Education, Public Administration, or a related field.
• Usually 1–3 years of administrative, clerical, or office support experience.
• Experience in a school, college, or university setting is often preferred.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to use databases, student information systems (SIS), learning management systems (LMS), and office software.

Skills:

• Strong written and verbal communication skills.
• Organization and record-keeping.
• Ability to handle confidential information.
• Multitasking and time management.
• Customer service and interpersonal skills