Structure and Responsibilities

Organizational Chart

The Quality Assurance and Strategic Management Office is under the supervision of the University President. It serves as a coordinating office between and among the Quality Assurance and Strategic Management persons in charge across the units in the institution. The office operations will be managed by the following personnel:

Evelyn G Chavez, PhD – QASMO Director
Herbert V Deirio, MBA – Quality Assurance Officer
Ralph Jorline M Chua, CPA – Strategic Planning Officer
Daisy M Quisel, MA – Data Analytics Specialist
Denise Keith R Loreto – Office Support Staff

Director

1. Strategize, coordinate, supervise, and implement Quality Assurance (QA) and Strategic Management (SM) activities of the university;
2. Work with the President and the Vice Presidents for Higher Education and Basic Education, their respective Assistants, and other concerned unit and department heads in the performance of the aforementioned function;
3. Represent the University in accreditation and quality assurance activities of institutions such as the Philippine Accrediting Association of Schools, Colleges and Universities (PAASCU), Commission on Higher Education (CHED), Department of Education (DepEd), Legal Education Board (LEB), Private Education Assistance Committee (PEAC), and Philippine Council for NGO Certification (PCNC), among others;
4. Coordinate the strategic planning process of the university and the operational planning of the units and offices;
5. Develop, implement, and review the quality assurance framework, policies, procedures, and programs of the university, in coordination with stakeholders;
6. Create programmatic systems and procedures to ensure consistency in the implementation of guidelines, policies, and programs for Quality Assurance (QA) and Strategic Management (SM);
7. Ensure ongoing assessments and innovations in systems and processes for QA and strategic management;
8. Coordinate with the Office of Mission Integration and Leadership Development (OMILD) to integrate in leadership development a commitment to the promotion of a culture of continuous improvement in the university;
9. Work with the Institutional Quality Assurance Team (IQAT) to develop both internal and external quality assurance plans aligned with the university’s continuous improvement framework;
10. Lead in establishing mechanisms for regular evaluation and feedback to continuously improve the quality of Ateneo de Zamboanga University (AdZU) educational programs and services;
11. Identify areas where Ateneo de Zamboanga University (AdZU) falls short of benchmarks set by regulatory and accrediting bodies, and propose strategies for catching up;
12. Ensure the effectiveness of monitoring and evaluation, data management, and reporting processes of the university;
13. Initiate quality improvement projects and initiatives to respond to feedback and evaluation results;
14. Identify potential threats to quality assurance and develop mitigation strategies to prevent QA-related issues proactively;
15. Set directions and develop strategies for the efficient functioning of the QA and Strategic Management office;
16. Implement development programs for key personnel to build capacities and improve the performance of QA tasks;
17. Submit an annual budget plan for institutional QA and strategic management programs and activities for approval by the Budget Committee;
18. Represent, report updates, and make recommendations for QA and Strategic Planning in the President’s Council;
19. Perform other tasks related to quality assurance and strategic management as assigned by the President.

Quality Assurance Officer

1. Serve as secretariat for the Institutional Quality Assurance Team (IQAT);
2. Ensure preparation of minutes of meetings relating to Quality Assurance (QA) organized by the office;
3. Coordinate with different units to organize seminars and workshops for faculty, staff, and administrators to ensure a shared understanding of Quality Assurance (QA) principles and best practices;
4. Set up and manage digital databases, record systems, cloud-based storage services, and a website for QA;
5. Assist in overseeing the data management system of each unit relative to QA systems and processes;
6. Prepare budget plans and financial statements of QA-related activities handled by the office;
7. Organize and/or facilitate QA-related workshops, writeshops, spiritual conversations, dissemination of QA updates, and/or discussion of assessment results;
8. Collaborate with offices and units in developing and deploying evaluation tools to assess stakeholders’ satisfaction and gather feedback on programs and services of student support units and central service offices;
9. Undertake data analysis, prepare evaluation reports, and submit them to relevant offices;
10. Prepare institutional documents that are regularly used in external QA activities;
11. Document the internal and external QA plans of the university;
12. Coordinate with relevant offices and units in preparing required documents for institutional accreditation and/or certifications;
13. Assist the units in the logistical preparations for external QA visits;
14. Prepare accomplishment reports of the QASMO relating to QA initiatives;
15. Conduct a review and evaluation of the effectiveness of QA systems and processes and develop a plan for continuous improvement;
16. Perform other tasks related to QA assigned by the Director.

Strategic Planning Officer

1. Serve as secretariat for the University Strategic Planning Committee (USPC) and Strategic Planning Steering Committee (SPSC);
2. Organize and facilitate the strategic planning and operational planning activities of the university;
3. Provide orientation, capacity-building support, and accompaniment to planning units upon request;
4. Work with planning units to help ensure that performance targets are clear, measurable, and can reflect progress toward both unit-specific and university-wide Key Performance Indicators (KPIs);
5. Coordinate with the lead units for the monitoring and evaluation of the implementation of flagship projects that involve multiple planning units to ensure collaboration and synergy;
6. Coordinate with the different units and offices for the monitoring and evaluation of the implementation of the institutional strategic plan and the respective operational plans;
7. Ensure preparation of minutes of meetings relating to planning-related systems and processes organized by the office;
8. Prepare budget plans and financial statements of strategic or operational plan management activities handled by the office;
9. Organize periodic meetings of the USPC for the follow-through and evaluation of the implementation of the strategic plan across the units;
10. Manage digital databases, record systems, cloud-based storage services, and a website relative to strategic plan and operational plan implementation;
11. Assist in overseeing the data management system of each unit relative to strategic and operational plan implementation;
12. Consolidate and analyze monitoring and evaluation reports on plan implementation performance;
13. Compile findings and submit strategic plan performance reports to the President’s Office quarterly;
14. Prepare accomplishment reports of the QASMO office for strategic and/or operational planning initiatives;
15. Propose an improvement plan based on stakeholders’ feedback for integration into the strategic plan;
16. Perform other tasks related to strategic management assigned by the Director.

Administrative Support Staff

1. Perform secretarial duties such as answering telephone calls, calendaring appointments, scheduling meetings, and other office activities;
2. Receive, respond, and file letters, invitations, and other communications;
3. Distribute information through letters, memos, announcements, and other communications via printed mail, email, social media, and/or other communication channels to concerned offices or persons within and outside Ateneo de Zamboanga University (AdZU);
4. Carry out office procedures such as requesting office supplies and equipment, preparing job orders for repair and maintenance of office equipment;
5. Ensure that office equipment (computers and peripherals, projector, telephone, etc.) are in good working condition;
6. Manage logistical preparations like reservation of venue, transportation, accommodation, and food arrangements for events handled by the office;
7. Maintain cleanliness and order in the office and ensure proper waste segregation and disposal;
8. Assist in the preparation of the office budget and monitoring of budget performance;
9. Prepare requests for payments and liquidation reports;
10. Assist in setting up and managing digital databases, record systems, cloud-based storage services, and a website for the QASMO;
11. Prepare minutes of meetings organized by the office;
12. Perform other clerical tasks assigned by the Director.