Department Secretary for Physics  

JD subject to further review.

Summary of Work Activities and Responsibilities:

The Department Secretary VI provides frontline, administrative, and office management support in the day-to-day operations of Physics 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
  • Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner
• Oversees and manages the calendar, meeting, and appointment schedules of the Chair
• Monitors and manages the usage and reservations of the Physics 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
  • Maintains and stores the financial records of office transactions and prepares monthly and annual summaries of expenses
  • Monitors the disbursement of the office budget and DCB accounts
  • Reviews and verifies department bills and other statements of account and processes payments in a timely and accurate manner
  • Prepares yearly budget requests for office supplies, new equipment, minor and major improvements, etc.
• Assists in overseeing the physical upkeep of the office, ensuring that supplies, fixtures, and equipment are replenished, properly stored, and in good condition
• Maintains an up-to-date inventory of all office assets including furniture, equipment, books, and printed materials

III. Academic and Program Support

• Assists the Chair, Associate Chair, Department Coordinators, and Laboratory Heads 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

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, Office of the Dean, and other University offices
• 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