Prepares the necessary materials, information and logistics for the administration of needs assessment for employee formation programs
Researches best practices and current trends on employee formation programs
Summarizes reference materials prepares data in terms of needs, opportunities, and success factors for decisions and recommendations
Consolidates program schedules and drafts annual program calendar with the Spiritual Formator/Program Officer and upon approval of the Head
Monitors implementation of scheduled programs and updates the calendar
Designs, disseminates, updates, and announces through online channels, emails, Blueboard
Prepares logistical requirements for program runs (e.g. venue & transportation reservation, ordering of food, coordination with resource persons, venue set up, invitation/registration sign up, and attendance tracking, etc.)
Attends employee formation programs and provides onsite logistical support
Administers program evaluation tools, and summarizes feedback
Provides initial analysis of data gathered and recommends improvements to the programs
II. Frontline and Secretarial Support
Serves as the frontline at the Office of the Ges Rector
Attends to inquiries and requests received by the Church of the Ges
Coordinates the flow of information internally and with offices
Manages the appointments and schedules of the Rector, and arranges necessary logistical requirements
Documents meetings, proceedings, and events organized and attended by the Rector
Drafts letters, announcements, and correspondences of the Church of the Ges, for review and approval of the Rector
Disseminates updates and announcements through communication channels
Organizes the proper filing and repository of hard copy and electronic documents, records, and reports of the Church
Provides help in preparing annual reports and website and social media postings
Creates and maintains an online database of articles featuring Ges-related activities
Provides administrative support to the Office of the Assistant Vice President for Ignatian Spirituality Formation, when necessary
III. Resource Management Support
Assists the Rector in annual budget preparation by collating documents and providing necessary data
Maintains and tracks the Church's financial resources, monitoring expenses vis--vis the approved budget
Processes financial transactions for the Church, such as liquidation, cash advances, budget transfers, etc.
Monitors the inventory of supplies and resources of the Church and Rectory (replenishment, proper storage, and good working condition)
Ensures orderliness and cleanliness of the Church and Rectory, and reports maintenance works
Prepares the drafts of the TORs and the SAWICs of the Ges Church Ministers for signing
IV. Liturgical and Pastoral Support
Manages the liturgical calendar and activity schedules of the Church of the Ges and Rectory
Monitors and schedules the use and reservations of the Church, chapels, and other Church facilities
Handles coordination and logistical support requirements for Church activities
Coordinates with Church Ministers to ensure all liturgical roles are filled (e.g. lectors, etc.)
Coordinates with Mass Presiders and Confessors for the Mass schedules, Confessions, and other liturgical events
Provides logistical support to the Church and Rectory activities
Attends and makes the Minutes of the monthly Ges Team meetings
Minimum Qualifications
Graduate of any Bachelor's Degree
With at least 3 years of work experience in the administrative work
With at least 1 year work experience in program implementation
Previous work experience or familiarity with the Ateneo de Manila educational system is an advantage
