Project Staff for Chinese Studies Program  

Summary of Project Scope

• Under the direct supervision of the Director of the Chinese Studies Program and the Ricardo Leong Center for Chinese Studies, the staff is responsible for providing assistance to the Director, in general office management; meetings and events coordination. The staff’s primary responsibility is to coordinate, organize, oversee and perform everyday clerical and administrative duties.

Detail of Principal Accountabilities and Project Deliverables

A. Essential Duties and Responsibilities

Frontline Support

• Assist in receiving queries which helps in directing the communication venue of projects
• Helps prepare logistics for projects and lecture series, talks, conferences, meetings and documentation
• Performs daily office operations and functions particularly attending to phone calls and appointment schedules of directors.
• Ensures proper safe keep of office materials
• Assists in reservation of venue for projects, functions and meetings
• Develops an organized and updated documentation system, both hard copy and electronic filing system
• Helps collate and prepare reports and supporting documentation to be used in the Director’s Report.

B. Communication and Coordination

• Assists the Directors in disseminating information to the Loyola Schools, partner schools, outside universities and outside organizations
• Prepares agendas and makes arrangements for the use of the Directors, Board Members, and events coordinators.
• Prepares, sorts, and distributes incoming correspondence, including faxes and email.

Logistical Support

• Coordinates with other offices regarding preparation and logistics of projects and events.
• Assists the directors to ensure that the project deliverables are on time, within budget and at the required level of quality.
• Assists the director monitor the progress of the project and make adjustments as necessary to ensure the successful completion of the project.
• Assists the directors evaluate the outcomes of the project as established during the planning phase.

Budget and Finance Support

• Coordinates with the accounting office to ensure appropriate budget preparation, and ensure proper liquidation.
• Assists the Director in the preparation of budget proposals and budget reports for the use of the Board Members

Events Coordination

• Coordinates with other offices regarding logistics preparation
• Prepares correspondence to corporate sponsors, partner schools, participants, reactors and guests
• Secures sponsors, receive monetary and in-kind sponsorships
• Strategize, conceptualize, and plan promotional platforms and materials
• Assists in the preparation of designs/layouts of brochures/flyers.
• Compiles data gathered, and prepares program
• Coordinates with the accounting office for proper liquidation

Description on Education, Competence, and Experience required

• Graduate of any Bachelor’s Degree
• With at least one year of relevant clerical work experience
• Familiarity with the Ateneo de Manila educational system and policies is an advantage.