Department Secretary | Department of Electronics, Computer, and Communication Engineering (ECCE)  

Summary of Work Activities and Responsibilities:

Under the supervision of the department chair, the Department Secretary VI provides
administrative and clerical assistance in the day-to-day operation of the department.

Main Duties and Responsibilities:

I. Administrative Support

• Provides technical information and prepares materials needed by the Chair in carrying out various administrative duties in the department.
  • Faculty, Staff and Graduate Assistant Hiring
    • Prepares advance hiring forms, consolidated hiring report
    • Ensures the complete submission of hiring requirements of faculty, staff and GAs
  • Faculty Loading:
    • Inputs individual faculty loading in the intraafis
    • Prepares faculty loading reports, tutorial, technical/administrative, waiver reports per semester
  • Other faculty needs/requirements
    • Handles student faculty evaluation, coordinates preferred faculty schedule to conduct the faculty evaluation of students. Inputs the comments of the students, generate pertinent data and submit it to the Assistant to the Dean of SOSE
    • Assists in sourcing possible venues for their make-up classes and long exams
    • Reminds faculty of deadlines: submission of grades, updating AFAR, assigning beadles, uploading syllabi and other matters
  • Students
    • Undergrad students
      • Assists in IPS updating with the approval of the academic advisers
      • Disseminate information to students
    • Graduate Students
      • Prepares Plan of Study in consultation with Graduate Coordinate of the department
      • Prepares/maintains individual folders of all graduate students
• Assist in documentation and monitoring of departmental course offerings
• Initiates office procedures for OJT/Practicum applications, thesis manuscript submission, borrowing of undergrad and graduate thesis
• Drafts updated job description of vacant positions in the department in coordination with chair
• Attends queries of students, faculty, parents and other stakeholders, informs students of procedures for advising, registrations, load revisions and other matters.
• Serves as a bridge for department stakeholders of their concerns and relaying it to the Chair for proper action.
• Drafts correspondences, memoranda, minutes of meeting and other written materials and when approved, executes the final version
• Maintains an accurate and orderly file of the department
• Coordinates logistical needs of various department events

II. Financial Matters

• Assists the Chair and the Faculty Lab Supervisor in annual preparation of department budget
• Handles annual online requisition of approved budget items, drafts justifications for emergency purchases of the department, monitors status of the department budget
• Monitors and maintain sufficient stock levels of office supplies
• Prepares financial reports like: Order for a check, Reimbursement reports and Liquidation reports.
• Handles the various office budget account items and DCB accounts of the department

III. Assists the Chair with administrative concerns related to special projects of the department

• Accreditations
• Research Projects
• Internationalization efforts of the department
• Industry linkages of the department
• Assists in the outreach and community services of the department
• Handles alumni queries and requests for recommendation letters, initiates batch tracking to have an updated database of ECCE graduates

Full JD available upon request

Education and Experience Requirements:

• Bachelor’s degree
• Extensive administrative work experience
• Excellent oral and written communication skills in English
• Good organizational skills
• Can work with minimal supervision

Knowledge, Skill and Abilities:

• Analytical Skills: Looks at the situation and makes sound decisions based on context and different information, needs and budget concerns
• Communication: Can talk to faculty and/or students to clearly explain or hear what needs to be done
• Attention to Detail: Makes sure quality outputs are maintained
• Leadership Skills: Motivates and coordinates with different stakeholders
• Practical Skills: Proficient in the using Windows operating system and Microsoft Office Suite (Word, Excel and Powerpoint)