Department Secretary  

Summary of Work Activities and Responsibilities:

The Department Secretary IV provides frontline, secretarial, and academic support to the Department of Development Studies.

Main Duties and Responsibilities
I. Frontline and Secretarial Support

• Attends to inquiries and requests from stakeholders and visitors 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 to intended recipients in a prompt and efficient manner

II. Resource Management Support

• Monitors the availability of office supplies and equipment, and facilitates requests for repairs, replacements, or procurement
• Assists in budget preparation by consolidating and submitting financial documents such as requests for supplies, equipment, and other operational expenses
• Monitors and checks availability and condition of classrooms, meeting rooms, common spaces and equipment/s assigned to the department

III. Academic and Program Support

• Assists during registration periods, particularly for SocSci 13 sign-ups, by receiving and encoding student enlistment requests and answering queries on procedures and requirements
• Assists faculty in fulfilling academic requirements, ensuring that classes and departmental activities run smoothly and in compliance with University processes
  • Processes room reservations ensuring that appropriate venues are secured for classes, exams, and academic activities
  • Receives and processes duplication requests for exams, syllabi, and handouts, while maintaining confidentiality and timely delivery
  • Prepares and distributes syllabi and course handouts in print or electronic format
  • Prepares SocSci 13 course offerings, schedules, and related reports by gathering and confirming faculty availability
• Disseminates course announcements through official communication channels (e.g., email lists, bulletin boards, online platforms)
• Assists in processing practicum requirements by preparing endorsement letters, collating and submitting evaluation forms, and coordinating schedules and communications with partner institutions

IV. Coordination and Logistical Support

• Prepares and sends out invitations and communications with guest speakers, partner institutions, and participants
• Prepares program materials, event kits, and other necessary documentation for smooth implementation
• Handles participant registration, attendance monitoring, and post-event follow-up
• Coordinates logistical requirements such as venue reservations, equipment setup, catering, and permits when necessary

V. Data and Records Management Support

• Processes and organizes incoming and outgoing documents, including reports, activity requests, and correspondences.
  • Maintains student, faculty, and office files, including confidential records such as contracts, CVs, and application forms
• Assists in timekeeping and documentation requirements as needed by the Department by monitoring and recording faculty attendance, and ensuring submission to the concerned University offices within prescribed deadlines

VI. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Knowledge, Skills and Abilities:

• Administrative Support Skills: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, and workplace terminology
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Applications
• Coordination Skills: Ability to proactively coordinate, and manage actions in relation to others
• Records Management Skills: Ability to manage files and records, take minutes and documentation, and keep matters confidential
• Secretarial and Clerical Support Skills: Knowledge of clerical procedures and systems such drafting of memos and interdepartmental communications, office budget and expenses, etc.
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention; This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
• Time Management Skills: Ability to use one’s time and resources efficiently and effectively

Education and Experience Requirements:

• Bachelor’s Degree
• With at least 1-2 years of relevant work experience