Department Secretary  

Summary of Work Activities and Responsibilities:

Under the supervision of the Department Chair, the Department Secretary performs administrative and secretarial duties to support the day-to-day office operations.

Main Duties and Responsibilities

I. Frontline Support

• Schedules appointments and calendars various activities of the Chair and other members of the department.
• Serves as a communication link for the Department, attending to queries and concerns and relays them to the Chairperson or to the one concerned for proper action.
• Attends incoming and outgoing local and international messages from various communication channels.

II. Administrative Support

• Provides secretarial and logistical support to the Chair, Directors and faculty in various department meetings, conferences, and events (e.g., student send offs, practicum orientation, JTA orientation, etc) such as reserving facilities and equipment, coordinating with different departments and administrative offices, requesting for transportation and accommodation, catering services, reproducing materials needed, etc.
• Drafts correspondences and department periodic reports for review of the Chair.
• Assists the Chair and the other members of the Department in gathering data and preparing materials for submission to accrediting agencies, private and government institutions, projects/committees in which they are engaged in.
• Assists the project leaders in reserving DISCS laboratories.
• Coordinates with administrative offices for the regular care and maintenance of all Department-related facilities

III. Records and Documents Management

• Files, organizes, monitors, and safekeeps department files and activity records for ease of retrieval.
• Organizes records such as applications, evaluations, promotions, salary rates and other faculty, student and staff matter, and ensures confidentiality
• Checks completeness of the documentary requirements from faculty (e.g., HR requirements for hiring, class syllabus, beadle form, final grades, etc.) to the appropriate offices.
• Prepares and collates the supporting documents and requirements for submission to administrative offices of the Loyola Schools
• Assists in updating faculty semestral records such as salary rates, number of units, waiver request, department-initiated load revision form or tutorial classes and others

IV. Student Support

• Monitors students’ submission of required documents and compliance with academic requirements, and maintains/updates their records
• Assists SOSE Exchange Student Coordinator in gathering information and required documents for application and processing for the exchange student programs.

V. Financial Management Support

• Collates needed data for the preparation of the monthly and annual budget summary expenses, and assists in the preparation of yearly budget requests for the office supplies, new equipment and minor repairs.
• Ensures records of financial data are properly organized.
• Monitors inventory of office properties, equipment, and supplies, and updates the Chair/Technical Supervisor for necessary repairs, replacements, replenishments and/or disposal.
• Prepares and processes financial documents for endorsement by the Chair and submission to the Central Accounting Office
• Handles and monitors the releasing and disbursement of the office budget and DBC accounts

V. Performs other tasks that may be assigned by the Chair and authorized representative by the office

Knowledge, Skills and Abilities:

• Communication – expresses clearly in conversation and interactions both oral and written
• Customer Satisfaction – responds to clients with appropriate behavior and level of urgency
• Interpersonal – interacts positively and effectively with different types of people
• Critical Thinking – identifies the information needed to clarify or answer queries or situations
• Flexibility – openness to different and new ways of doing things
• Initiative – identifies what needs to be done and does it before a situation requires it
• Teamwork – works cooperatively with others towards a common goal
• Ability to multitask
• Attention on details
• Computer literate
• Budget monitoring and accounting skills

Education and Experience Requirements:

• Bachelor’s degree
• At least three years’ work experience in related field