Department Secretary for Marketing and Law  

Summary of Work Activities and Responsibilities:

The Department Secretary VI provides frontline, administrative, and office management support in the day-to-day operations of the Marketing and Law department in the John Gokongwei School of Management.

Main Duties and Responsibilities:

I. Frontline and Secretarial Support

• Oversees and manages the calendar, meeting, and appointment schedules of the Chair
• Receives and screens incoming and outgoing calls and documents of the Department and responds to inquiries and requests from stakeholders and visitors about the Department’s programs, course curriculum, academic load of students, activities/events, etc.
• Handles communication and information dissemination to relevant stakeholders and offices

II. Resource Management Support

• Serves as the main custodian for all office equipment, resources, books, publications, and supplies
• Assists the Department Chair in preparing the budget proposal of the department for the fiscal year, and initially drafts the budget reports based on their financial trends and needs
• Manages equipment and supplies in the office, ensuring timely restocking

III. Academic and Program Support

• Assists the Chair in handling student services and in ensuring the smooth flow of academic procedures according to the guidelines set by the University
• Coordinates schedules and venues of the aforementioned class activities if needed
• Prepares certificates and/or tokens when applicable
• Prepares a draft of the course schedule upon consultation and planning with the Chair
• Assists in the processing of course assignments and load revisions by documenting, monitoring, and disseminating updates and communications to the relevant stakeholders (e.g. OUR, students, faculty, etc.)
• Ensures and monitors the timely submissions of documents to the OUR
• Assists the Chair in the processing of faculty services and concerns
• Assists in sourcing part-time faculty by contacting alumni and former faculty members

IV. Coordination and Logistical Support

• Provides support in organizing and carrying out department talks, special activities, and school events such as faculty meetings, recruitment efforts (e.g., Open House), and year-end celebrations (e.g., Testimonial Ceremony, Graduation)
• Leads the coordination of logistical requirements for events, programs, and meetings, including but not limited to reserving venues and facilities, arranging food orders, and preparing materials such as promotional items, invitations, certificates, and tokens
• Coordinates with Campus Security and Mobility Office (CSMO) for the preparation of the scheduled events to ensure compliance with campus security protocol and requirements

V. Data and Records Management Support

• Oversees the safekeeping and organization of all department documents and official records
• Monitors departmental compliance with all the requirements from the Office of the University Registrar (OUR), Office of the Dean, and other University offices
• Maintains data and records of faculty and students (e.g., student applications, grades, personal details; faculty personnel and teaching records/files, evaluations; etc.), in accordance with the University’s Data Privacy policies and guidelines on confidentiality
• Ensures that office records and documents are organized and properly filed for proper turnover
• Assists the Chair in collecting and organizing data, and in preparing and submitting of reports as requested by different offices

VI. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative

Knowledge, Skills, and Abilities:

• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention
• Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas
• Technological Savvy: Demonstrates proficiency in Microsoft Office applications and other Internet applications
• Records Management Skills: Ability to manage files and records, take minutes and documentation, and keep matters confidential
• 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
• Coordination Skills: Ability to proactively coordinate, mediate, and manage actions in relation to others
• Time Management Skills: Ability to use one’s time and resources efficiently and effectively

Education and Experience Requirements:

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