Department Secretary IV | Reliever  

Summary of Project Scope

Under the supervision of the Chairperson, the Reliever (Department Secretary IV) provides secretarial and administrative support to the Department.

Detail of Principal Accountabilities and Project Deliverables

I. Frontline and Secretarial Function

• Receives and sorts all documents and communication emanating from the office of the chairperson and forwards to offices concerned as needed
• Receives memos, fliers and other documents from various offices
• Prepares practicum letter for graduate students
• Retrieves and distributes departmental mails

II. Documents and Records Management

• Creates and maintains 201 folders of newly hired PT faculty
• Checks and submits documents for appeal for change of grades.

III. Financial Support

• Drafts faculty & staff budget, other department reports and income statements
• Handles petty cash, request for reimbursements and liquidation reports

​​​​​​​IV. Supplies and Equipment Management

• Serves as custodian of department-owned books, thesis and other donated collections.
• Ensures proper care and maintenance and takes charge of reservations for the department’s facilities and equipment requested by faculty and students

​​​​​​​​​​​​​​​​​​​​​​​​​​​​V. Administrative support for Comprehensive Exams

• Provides administrative support to comprehensive examinations for M.A. and Ph.D. students
• Informs students schedule of comprehensive exam orientation, venue and time

​​​​​​​​​​​​​​VI. Administrative support for Student’s Registration

• Prepares and implements registration sign-up sheets of graduate students
• Ensures Load revision forms are signed by the Chair

​​​​​​​VII. Administrative support for Departmental Workshop

• Prepares billings for summer workshop
• Prepares summer workshop certificates of attendance (non-credit)
• Prepares financial report
• Prepares payment for facilitators

VIII. Administrative support for Thesis/Dissertation of Graduate Program Students

• Assists in set-up of defenses, provides food for the panelists
• Prepares the documents related to Faculty Advisers & Style Readers for Thesis/Dissertation/Independent Project/Practicum paper/Research paper and Culminating Project for submission to Graduate Programs Office

IX. Administrative support for Faculty/Course Evaluation and Faculty Consultation Hours

• Prepares and administers student/course evaluation for graduate students
• Prints the faculty evaluation results for submission to Deans office

​​​​​​​X. Website/ Facebook Management

• Serves as the Website coordinator by updating and posting changes/announcements on the website and Facebook account

Education and Experience Requirements

• Bachelor’s degree, preferably with background in bookkeeping or management.
• Work experience in the school setting is an advantage.

Knowledge, Skill and Abilities

• Expresses thoughts clearly both in oral and written form
• Responds to clients with appropriate behavior and level of urgency
• Interacts positively and effectively with different types of people
• Proficient in MS Office application
• Plans, organizes, and prioritizes office schedules and budgets in an efficient manner.
• Flexible and has initiative at work
• Can work cooperatively with others towards common goal
• Has the ability to balance multiple tasks at a given time
• Attention to details