Program Secretary  

Summary of Project Scope:

The Program Secretary assists the unit in its operations, including the management of its records, coordination of its offerings, and paperwork for its academic offerings, among others. The Program Secretary reports to the Program Director. The engagement lasts for three years, coinciding with the evaluation period for lcsp.

Detail of Principal Accountabilities and Project Deliverables:

• Calendars appointments to the Chair/Associate Chair.
• Receives incoming messages, calls, mails, fax messages and delivers or relays these to the faculty.
• Receives incoming memos and other documents from other offices.
• Assists in the use and reservation of facilities and equipment for program- sponsored events, KK lecture series, make-up classes.
• Performs reception work to maintain efficient operations such as entertaining visitors and students who may wish to see and/or consult with the concerned faculty.
• Prepares, types and files office correspondence and reports concerning the academic operations of the program.
• Ensures the conducive working condition of the office and upkeep of office equipment and fixtures.
• Checks program email and forward to concerned faculty, post announcements on Blueboard.
• Acts as liaison between the program and other units in the Higher Education. • Prepares various payments (honorariums, reimbursements, etc.).
• Updates program calendar.
• Reminds faculty members of the program meeting, committee meetings, and deadlines.
• Responds to inquiries regarding program activities, conferences, seminars, workshops and programs.
• Prepares, types, and files instructional materials for core language and literature courses, as well as for majors and graduate courses.
• Provides technical support to faculty (i.e., unable to connect to the internet, printing problems, scanning, etc.).
• Orders food for the various activities.
• Prepares the teaching load of faculty - full-time, part-time, visiting professors, Independent Contractors & non-program faculty member.
• Encodes course offerings to the system.
• Arranges the initial interview, class demonstration, panel interview and final interview of teaching applicants.
• Prepares hiring papers of new full-time and part-time faculty members and graduate assistants.
• Prepares documents (Advance Approval for New Faculty, Approval Form for Rehiring Part time Faculty, Waiver Requests, Third Summer Leave, Overload/Underload, Faculty Research Load, etc.) for submission to the Dean's Office.
• Encodes/updates faculty teaching load on IntraAIFIS every semester.
• Prepares documents to be submitted to the Registrar's Office and to the Office of the Assistant Vice President for Graduate Education (i.e., Thesis/ Dissertation Advisers, Results of ComPre Exams, Thesis/Dissertation Grade Report Forms, etc.).
• Updates IPS of undergrad students.
• Assists during registration period.
• Handles reservations of rooms and logistical needs for programal midterm exams, master classes and lecture series.
• Assists in the preparation of comprehensive exams for graduate students. • Reminds graduate students with their incomplete grades.
• Coordinates with records officer regarding students minoring in Lit, AB Lit Majors, and graduate students under the program.
• Prepares all the necessary papers for the certification of completion by undergrad and graduate students of the requirements for the minor program and academic requirements respectively.
• Prepares annual budget summary expenses, annual budget request for new equipment, minor and major office renovations/improvements.
• Provides and prepares materials for accrediation and application.

• A bachelor’s degree is required for the position.
• At least 2 years experience in clerical works
• Working knowledge in office productivity applications (MS Office and Google Workspace); proficiency in MS Excel and Google Sheet is an advantage.