Department Secretary | Project Engagement  

Summary of Work Activities and Responsibilities

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

Main Duties and Responsibilities

I. Frontline and Secretarial Function

• Acts as secretary to chairperson
• Receives and sorts all documents and communication emanating from the office of the chairperson and forwards to offices concerned as needed.
• Receives and relays messages for faculty members.
• Maintains documents, files and records of the Chairperson.
• Coordinates arrangements for faculty meetings
• Receives memos, fliers and other documents from various offices.
• Prepares practicum letter for graduate students.
• Distributes and submits application for AISIS and email account of newly hired part-time faculty
• Retrieves and distributes departmental mails.
• Receives and sorts office mails by date of arrival and forward to recipient, e.g. chair
• Types and posts notices and announcements on bulletin boards
• Manages (updates and removes) notices and announcements on bulletin boards
• Reserves venue and food for department meetings and parties.
• Provides logistical support for R&R, Teambuilding/Planning
• Purchases of tokens, gift, flowers for invited resource persons

II. Documents and Records Management

• Creates and maintains 201 folders of newly hired PT faculty.
• Takes charge of printing and reproducing Instructional materials and examinations for faculty and Chair.
• Prints completion forms and grades from AISIS.
• Checks and submits documents for appeal for change of grades.
• Handles inquiries on Departmental course offerings and other non-routine matters.

III. Financial Support

• Drafts faculty & staff budget, other department reports and income statements.
• Prepares Orders for Checks, cash advances budget transfers and purchase requests of the department.
• Monitors department budget balances and handles bookkeeping.
• Handles petty cash, request for reimbursements and liquidation reports.
• Receives and checks, OCs, liquidation reports, cash advance requests, certificates from CORD, Bulatao Center, PAC for signature of the Chairperson.

IV. Supplies and Equipment Management

• Serves as custodian of department-owned books, thesis and other donated collections.
• Serves as custodian of department keys and equipment
• Monitors the stocks for office supplies and equipment, including requisitions and distributions of replenishments
• Maintains the general upkeep of the Department.
• Monitors and ensures appropriate use of designated faculty computers.

V. Administrative support for Comprehensive Exams

• Consolidates comprehensive examinations for MA & PhD students
• Coordinates with students regarding schedules and other details related to the examinations.
• Informs students schedule of comprehensive exam orientation, venue and time.
• Prepares reports on official comprehensive examination results/grades (subject to faculty approval) and submits to offices concerned.

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