Secretary

Tawteen

Carries out a variety of secretarial/clerical duties within the division or department which may include all or any of the following:

a) Takes dictation as necessary and transcribes all correspondence, memoranda, reports or statistics for the signature of assigned supervisor and distribution/circulation inside or outside the department, may draft correspondence for supervisor's review and signature.

b) Draft letters, memos, emails, and other official correspondence on behalf of the department.

c) Receives incoming mail, sorts into confidential and non-confidential and, according to instruction given, opens mail, records receipt and, where necessary, indicates actions required or routings necessary.

d) Arrange meetings, appointments, and departmental events for faculty members, chairpersons, and staff.

e) Passes on routed documents for further action.

f) Receives and registers outgoing mail and passes to messenger for dispatching.

g) Serve as the primary point of contact for internal and external communications, including answering phone calls, responding to emails, and handling inquiries from students, faculty, and visitors.

h) Places outgoing calls as requested and pass messages when person called is not available.

i) Types a variety of reports as required and according to specific instructions.

j) Maintain departmental records, including minutes from meetings, student files, and faculty documents.

k) Assist in compiling and submitting reports, such as accreditation documentation, departmental reviews, and faculty evaluations

l) Ensure the smooth operation of the department, managing supplies, equipment, and facilities as needed

m) Help organize departmental events, workshops, seminars, and conferences, including booking rooms, arranging catering, and coordinating logistics.

n) Perform any other duties requested by the direct supervisor.