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.

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