Department Secretary VI  

Summary of Work Activities and Responsibilities:

Under the supervision of the Chair of the Department of Curriculum, Pedagogy and Assessment, this position provides secretarial and administrative support in the day-to-
day operations of the Department.

Main Duties and Responsibilities

1. Administrative and Secretarial Support to the Chair

• Provides administrative and secretarial support to the Chair.
• Prepares periodic reports of the Department.
• Handles the general upkeep of the Department.
• Assists the Chair in processing student applicants.
• Assists the Chair and Program Coordinator in the advisement of graduate and undergraduate students.
• Performs other tasks as assigned by the Chair.
• Provides assistance to students.

2. Documentation and Communication

• Responds to inquiries regarding graduate programs, undergraduate and minor programs, and certificate courses offered by the Department.
• Sets up online requirements for academic activities such as meetings, conferences, and presentations.
• Prepares lists of the Department’s course offerings, class schedule changes, and requests for tagging certain classes.
• Assists in processing appointment papers and hiring documents for new full-time and part-time faculty members and graduate assistants.

3. Secretarial Support to the Faculty

• Assists in the preparation of instructional materials and other documents for faculty.
• Facilitates arrangements for the use of facilities and equipment in classrooms.
• Monitors submission of grades.

4. Administrative Support to Students

• Maintains, updates, and monitors records of graduate students.
• Assists students in submitting course requirements, dissertations, theses, and integrating papers.
• Directs students regarding thesis procedures, guidelines, and submissions.
• Inputs and updates students’ Individual Programs of Study.
• 5. Budget and Financial Management Support

• Maintains inventory of office supplies and initiates purchase requisitions for replenishment
• Prepares requests for honoraria, cash advances, budget transfers, and liquidation reports.
• Maintains and monitors accurate records of office expenditures and Department budget regularly.
• Prepares yearly budget requests for office supplies, new equipment, and minor or major office improvements.

6. Local and International Collaborations

• Assists in the Department’s sponsored conferences, special events, and international collaborations.
• Communicates with staff and key persons in other schools, companies, and organizations regarding logistical requirements of various events and activities.
• Researches advantageous deals related to travel, accommodations, transportation, meals, and supplies.
• Assists in preparing program brochures, pre-departure notes, and related materials.

Knowledge, Skills, and Abilities

• Proficient with Microsoft Office software.
• Knowledgeable in basic accounting procedures.
• Good oral and written communication skills.
• Shows initiative and can work with minimum supervision.
• Team player with commendable interpersonal skills.

Education and Experience Requirements:

• Bachelor’s Degree or equivalent
• With at least 2 years of experience in the academic setting