Administrative Officer (Program Coordinator)

MAKE A DIFFERENCE, ONE STUDENT EXPERIENCE AT A TIME! Leverage your organizational expertise and customer-focused approach to keep language programmes running smoothly, support students and staff, and deliver seamless administration across every stage of the learner experience. Guiding, Uplifting, and Soaring in a #GreatPlaceToWork Health & Security: HMO (up to 2 dependents) + Life Insurance Growth & Development: Training Programs & Learning Opportunities Work-Life Balance: 30 PTOs, Leave Conversion Family Support: Parental & Maternity Benefits Additional Perks: Transportation, Internet, Clothing, Laundry & Rice Allowances Hybrid Work Setup: Onsite for the first 3 months, then switch to hybrid after the 3rd-month review: 1x RTO per month Work Location: Bridgetowne, Quezon City Work Schedule: Monday to Friday | 4:00 PM to 1:00 AM (PH Time) HAVE WHAT IT TAKES TO BE OUR LANGUAGE PROGRAMME ADMINISTRATOR? With more than 5+ years of administrative experience, preferably in educational/university setting. Substantial experience in an administrative role, preferably in a customer-focused environment. Experience organising meetings and maintaining accurate records, documentation, and administrative systems. Experience supporting educational or student-facing administration is an advantage. Strong working knowledge of Microsoft Office applications, particularly Word, Excel, and Outlook. Excellent organisational and time-management skills with the ability to manage competing priorities and meet deadlines. Excellent written and verbal communication skills. Ability to maintain confidentiality and handle sensitive information appropriately. Strong interpersonal skills and a professional, customer-focused approach. Ability to work effectively both independently and as part of a collaborative team. Experience maintaining webpage content or online information systems is an advantage. An interest in language learning, international education, or intercultural engagement is desirable. DAY IN THE LIFE OF A LANGUAGE PROGRAMME ADMINISTRATOR Programme Administration Develop, implement, and maintain administrative processes, workflows, templates, and record-keeping systems to support the effective operation of the Language Programme. Provide day-to-day administrative support for the delivery of language modules and programme activities. Maintain accurate student, module, and lecturer records. Support student enrolment and registration activities as required. Monitor and respond to enquiries received through shared mailboxes and other communication channels. Maintain programme records in accordance with University policies and procedures. Prepare routine administrative reports, documentation, and correspondence. Support data collection and reporting activities. Identify opportunities to improve administrative processes and systems and make recommendations to the Head of Modern Languages. Visiting Language Lecturer Administration Act as the first administrative point of contact for Visiting Language Lecturers. Support the administrative aspects of onboarding new Visiting Language Lecturers. Collect and submit teaching claims and payment documentation in line with University procedures. Maintain accurate records relating to teaching hours and payments. Provide timely administrative support to visiting lecturers throughout their engagement with the programme. Meetings & Events Arrange meetings on behalf of the Head of Modern Languages. Prepare agendas and circulate meeting papers. Take accurate meeting minutes and maintain action logs. Organise room bookings and online meeting arrangements where required. Provide administrative support for programme events and activities. Communications & Information Management Update programme information on relevant University webpages, systems, and online platforms. Draft and distribute routine communications to students, staff, and visiting lecturers. Support the preparation and distribution of programme updates. Maintain distribution lists and contact databases. Ensure programme information and administrative documentation remain accurate and up to date. Student & Stakeholder Support Provide professional, accurate, and timely responses to routine enquiries. Support a positive experience for students, staff, and visiting lecturers through high-quality administrative service. Handle enquiries with professionalism, discretion, and a customer-focused approach. Escalate academic, complex, or sensitive matters to the Head of Modern Languages as appropriate. Work collaboratively with colleagues across Academic Development and the wider University to resolve administrative queries and support programme delivery. Teamwork & Continuous Improvement Work collaboratively with colleagues across the University to support effective programme administration. Contribute to a positive, professional, and supportive working environment. Maintain confidentiality and comply with University policies and procedures. Identify opportunities to improve administrative workflows, systems, and processes. Undertake other duties appropriate to the grade of the post as reasonably requested. GUS Education PH: Empowered by knowledge, guided by heart. A certified Great Place to Work company, we guide with purpose, uplift through holistic support, and soar by empowering those who empower education. As a strategic partner, we turn every challenge into an opportunity for growth through collaboration, innovation, and operational excellence. Big careers start with big learning—and yours could start here. Ready to make your next move? 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