Department Secretary VI  

Summary of Work Activities and Responsibilities:
Under the supervision of the Chair of the Department of Curriculum, Pedagogy and Assessment, the position performs secretarial and clerical services to support the day-to-day operations of the department

Main Duties and Responsibilities
1. Frontline and Secretarial Support
● Responds to inquiries regarding Department activities, programs, and refers callers
to the right person when necessary.
● Receives incoming memos, messages, calls, emails, and office mail and distributes tofaculty concerned.
● Performs reception work to maintain efficient office operations such as entertaining
visitors and students who may wish to consult with the department chairperson or
faculty
● Assists in the preparation of department sponsored events including reservation and
use of facilities and equipment when necessary.
● Performs other secretarial support duties as may be called for.

2. Documentation & Records Management Support
● Provides, prepares materials for accreditation of programs, as well as for government
and non-government applications related to programs and projects of the department
● Prepares, types, and files instructional materials
● Keeps updated and maintains accurate, orderly, and systematic files of reading
materials, exam questionnaires, and class lists.
● Assists in the preparation of materials and forms for administering student evaluation
for each class in the department.
● Encodes student feedback on course and faculty.
● Handles and monitors record of reservations of the department meeting rooms
● Handles and records requests from faculty for the reproduction of teaching and exam
materials.
● Safekeeps and files confidential matters/documents of the Office.

3. Office Management Support
● Assists in the administration of various registration-related concerns of both faculty
and students.
● Coordinates the schedule of thesis and capstone project oral defense with the faculty
and students
● Updates students’ individual program of study.
● Provides logistical support in organizing and holding lectures, conferences and
activities hosted by the department
● Coordinates with faculty for their class lists, prepares grading sheets andcompletion forms as needed every semester.
● Files electronic and hard copies of syllabi, grading sheets, completion forms and
evaluation forms in coordination with the Administrative Assistant.
● Encodes/updates Individual Program of Study of undergraduate and graduate majors
(in coordination with the program adviser).
● Assists the Coordinators with student-related information dissemination.
● Files records of the Minors, Undegraduate and Graduate Students.
● Maintains and updates the department’s alumni database.
● Provides logistical support for graduation and other academic activities
● Receives students’ papers and other related documents and gives them to the
faculty concerned.
● Purchases, monitors, and maintains sufficient stock of office supplies and
equipment.

4. Performs other tasks that may be assigned by the Chair and/or authorized representative of theoffice.

Knowledge, Skills and Abilities:
● With knowledge in secretarial responsibilities and records management
● Proficient in MS Office applications
● With good oral and written communication skills
● Team player and customer service oriented

Education and Experience Requirements:
● Graduate of any Bachelor’s Degree
● At least two years of work experience in a related field
● Familiarity with the Ateneo de Manila educational system is an advantage