Department Secretary IV Biology  

Summary of Work Activities and Responsibilities:
The Department Secretary IV provides frontline, office management support, and business development support in the day-to-day operations of the Office

Main Duties and Responsibilities:
I. Frontline Duties and Administrative 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
o Attends to office communications (incoming and outgoing) letters, memos, mails, emails
o Records incoming and outgoing mails and documents for signature when needed
o 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
• Posts announcements and memos in the Blueboard
• Oversees the physical upkeep of the Office and coordinates job order requests for repair and maintenance
• Maintains an established process on equipment management and ensures its implementation
o Coordinates job order requests with Central Facilities Management Office (CFMO) for repair and maintenance
o Conducts regular checking and inventory of equipment which includes requesting for necessary repairs
• Assists the Department Secretary VI in processing the Department’s financial requirements by receiving, collating, and submitting documents related to financial transactions
II. Logistical Support for Department Activities
• Handles coordination and logistical support requirements for the trainings, seminars,
workshops, and teambuilding/rest and recreation activities headed/organized by the Department
o Prepares materials and kits, reserves venues, and arranges meal and transportation requirements
o Processes venue reservations for thesis defense
o Monitors event attendance and regularly maintains/updates the database for reporting
o Takes Minutes of the Meetings as instructed, and submits to the Department Chair for review
o Coordinates arrangements for guests (e.g. parking slots, entry, egress, etc.)
• Provides logistical support/assistance in various University events such as service awards, commencement exercises, etc. as needed

III. Records and Documents Management Support
• Updates office database and maintains files and records of correspondences, documents and other materials for the Department in a systematic manner and consistent with the need to protect confidentiality and data privacy
• Processes and routes honorarium for Research Assistants
• Processes and submits documents to various Offices in aspects pertaining to the following:
o Freshman Acceptance, Classes/Subjects and Curriculum
▪ Prepares lists of semestral schedules, subjects with or without final exam, summary of subjects offered in coordination with the Department Secretary VI, for submission to the Office of the University Registrar (OUR)
▪ Assists in collating data for the revision of course description and submits it to the curriculum committee
▪ Prints class lists from AISIS and distributes them to concerned faculty
▪ Prepares acceptance letters for incoming freshmen
o Employee Hiring and Faculty Loading
▪ Prepares and routes Employee Requisition Forms (ERFs) for vacancies
▪ Screens and prepares faculty teaching load form, administrative de-loading, tutorial reports and waiver of subjects in coordination with the Department Secretary VI for submission to the Office of the Dean

IV. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative.

Knowledge, Skills, and Abilities:
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks
• 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
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
• 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.
• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
• Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover

Education and Experience Requirements:
• Bachelor’s degree in Management, Marketing, or Accounting
• At least two (2) years relevant work experience