Department Secretary  

Summary of Work Activities and Responsibilities:

The Department Secretary VI provides frontline, administrative, and office management support in the day-to-day operations of DISCS in SOSE.

Main Duties and Responsibilities:

I. Frontline and Secretarial Support

Attends to inquiries and requests from stakeholders and visitors regarding graduate programs, undergraduate and minor programs, and specializations offered by the Department from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned

Oversees and manages the calendar, meeting, and appointment schedules of the Chair

Monitors and manages the usage and reservations of the DISCS laboratories and facilities

Takes minutes of meetings to document significant and important points

II. Resource Management Support

Serves as the main custodian for all office equipment, resources, and supplies

Assists the Chair in preparing the budget proposal of the department for the fiscal year, and initially drafts the budget reports based on the Department’s financial trends and needs

Assists in overseeing the physical upkeep of the office, ensuring that supplies, fixtures, and equipment are replenished, properly stored, and in good condition

Oversees the proper receipt, storage, and distribution of supplies, ensuring that items are securely stored, easily accessible, and appropriately tracked

Prepares and submits the purchase requests to the Central Purchasing Office (CPO) and receives/checks items upon delivery

Maintains cleanliness and physical upkeep of the office

III. Academic and Program Support

Assists the Chair, Associate Chair, and Department Coordinators in handling student services and in ensuring the smooth flow of academic procedures according to the guidelines set by the University

Prepares faculty-related documents (e.g., Advance Approval for Employment, Advance Consolidated List for Full-time/Part-time, Third Summer Leave, Waiver Requests)

Provides administrative support for faculty application and onboarding processes

IV. Coordination and Logistical Support

Handles coordination and logistical support requirements for meetings and activities headed/organized by the Office

Prepares materials and coordinates venue reservations, transportation, meals, equipment, souvenirs, and guest arrangements (e.g., parking slots, entry, egress, etc.) for office visitors

V. Data and Records Management Support

Oversees the safekeeping and organization of all department documents and official records

Drafts department periodic reports for review of the Chair

Monitors departmental compliance with all the requirements from the Office of the University Registrar (OUR), Office of the Dean, and other University offices

Prepares, collates, and checks faculty requirements for endorsement to the appropriate offices

Gathers and prepares documentation for submission to accrediting agencies, government and private institutions, and related projects or committees

Maintains data and records of faculty and students (e.g., faculty personnel and teaching records/files, evaluations; student applications, grades, personal details; etc.), in accordance with the University’s Data Privacy policies and guidelines on confidentiality

VI. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative

Knowledge, Skills, and Abilities:

Secretarial and Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology

Bookkeeping Principles and Procedures: Demonstrates basic knowledge of simple bookkeeping tasks such as recording daily transactions, organizing financial documents, and following prescribed procedures for handling funds

Technological Savvy: Demonstrates proficiency in Microsoft Office applications and other Internet applications

Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention

Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas

Records Management Skills: Ability to manage files and records, take minutes and documentation, and keep matters confidential

Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others

Time Management Skills: Ability to use one’s time and resources efficiently and effectively

Education and Experience Requirements:

Bachelor’s Degree

With at least three (3) years of relevant experience