Operations Assistant for Dormitory (Stay-in)

Synopsis of the Role

The job function of Operations Assistant (with Dormitory Functions) is to ensure the smooth functioning of an organization's day-to-day operations. This includes managing production processes, scheduling, inventory, personnel, facilities, and ensuring compliance with relevant laws and regulations. She is responsible for coordinating and managing resources to ensure that the organization runs efficiently and meets its goals and objectives. Additionally, she focuses on managing housing assignments, inspections, and transitions, while upholding community standards through structured behavioral protocols and ensuring student welfare from orientation to crisis response.

Essential Functions

Operations Assistant:

1. Program Preparation & Coordination

• Ensure all course/program requirements are prepared prior to launch
• Coordinate with Sales and Academic teams to gather program details, timelines, and participant lists
• Confirm start and end dates, schedules, and any program changes
• Plan and organize student orientations and culminating activities in coordination with the Academic team
• Coordinate with assigned instructors regarding logistical and operational requirements

2. Student & Stakeholder Communication

• Serve as a point of contact for students regarding accommodations (e.g., dorm assignments, meal schedules), program schedules, venue details, and other operational concerns
• Draft, revise, and send official communications to students, brokers, and suppliers subject to management approval
• Liaise between students, management, and partner institutions

3. Program Execution Support

• Assign and reserve classrooms or venues for scheduled programs
• Send pre-program communications such as reminders and confirmations
• Provide in-class or operational support as needed

4. Monitoring & Reporting (Operations)

• Prepare and submit operational reports covering program execution, expenditures, issues encountered, and relevant updates
• Track and document operational concerns and escalate when necessary

5. Documentation & Administrative Support

• Process and manage required documentation, including internal forms and other operational documents
• Ensure proper filing, accuracy, and timely submission of all required documents

6. Logistics & Procurement

• Order and track delivery of program materials from local and international suppliers
• Ensure completeness and timely delivery of all materials prior to program start
• Prepare and assemble student kits, learning materials, and welcome packets

Dormitory Operations:

• Administer housing assignments, inspections, and transition processes
• Enforce community standards through documented behavioral intervention protocols
• Oversee student welfare initiatives from orientation through crisis response

Qualifications

Required:

• Must be a graduate of any related course
• With 2-3 years of relevant work experience

Preferred:

• Experience in academic or residential life settings
• Certification in emergency preparedness or project management
• Proficiency with facility management software systems

Pay: Php20,000.00 - Php23,000.00 per month

Benefits:

• Staff meals provided

Work Location: In person