Department Secretary  

JD still for further review and revision

Secretarial Support to the Department Chair

• Provide clerical and administrative assistance to the Chair, keeping track of appointment schedules
• Perform routine and office functions
• Provide logistical support to department sponsored activities and events
• Monitor department compliance with deadlines and requirements of JGSOM, Higher Education and University Administration
• Perform other functions as may be required by circumstances
• Monitor Office inventory and the maintenance of facilities and equipment under the department
• Initiate requisition for replenishment of supplies
• Maintain cleanliness and physical upkeep of the office
• Arrange the use of facilities and equipment for course requirements

Budget and Financial Management

• Prepare monthly and annual budget summary of expenses. Keeps financial records and expenses of the office
• Prepare yearly budget requests for the office supplies, new equipment, minor and major improvements, international competitions, etc.
• Prepare check requests, petty cash and budget realignments
• Check and follow up on salary payments for the Part-Time faculty as needed
• Process reimbursements thru Central Accounting Office Payments System

Communications and Coordination

• Serve as communication link between the Chairperson, faculty, students, program directors, JGSOM, HE and University offices as well as other stakeholders
• Coordinate and organize departmental presentations and exams

Records and Documentation

• File, maintain and safeguard the confidentiality of all Department records
• Assist the Chair to compile data and submit various reports upon the request of the different offices
• Prepare the semestral schedules and assist the Chair in the assignment of courses
• Ensure that office records and documents are organized and properly filed for proper turnover

Faculty Recruitment

• Assist in sourcing Part-Time faculty by contacting alumni and former faculty members
• Collect application forms for teaching positions
• Schedule applicant interviews and teaching demonstrations
• Collect and ensure completion of all hiring/employment documents of new faculty, as identified by the HR in a timely manner (before the faculty teaches)
• Coordinate with HR and ensure that faculty are given their ID numbers, email address, access to Canvas

Course Logistics

• Provide logistical support to faculty, such as but not limited to class handouts, long tests and final exams
• Coordinate for the technical support of faculty for their Canvas and other online teaching support provided by HE and DITS
• Conduct and supervise faculty evaluations (if onsite)
• Assist the Chair in the timely collection, review and submission of grading sheets and class lists

Registration Logistics

• Prepare a draft of the course schedule upon consultation and planning with the Chair
• Ensure and monitors the timely submissions of documents to the Registration Office
• Coordinates with RO for registration preparations

Student Assistance

• Coordinate the scheduling of faculty consultations with students
• Assist in the processing of load revisions
• Attend to student queries and needs

Department, School and University Activities

• Assist in the preparations and execution of deparment talks and special activities, school based events (Faculty meetings, Recruitment activities eg Open House, year end activities eg. Testimonial Ceremony, Graduation
• Coordinate with Campus Security and Campus Facilities for the preparation, implementation of activities and events

Knowledge, Skills, and Abilities:

• Interpersonal (collegial and pleasing personality) skills.
• Oral and written communication skills.
• IT skills (Proficient in the use of computer and latest computing programs and tools eg MS Office, Google Work Space).
• Administrative, organization, and coordination skills.
• Ability to work effectively and efficiently under pressure and with minimum supervision.

Education and Experience Requirements:

• Bachelor’s Degree
• With at least 3 years of experience, working in the academe is an advantage