Summary of Work Activities and Responsibilities:

Under the supervision of the Department Chairperson, the Department Secretary performs general clerical and secretarial work, with focus on the assigned program.

Main Duties and Responsibilities

I. Frontline Support

Attends queries and messages from various communication channels, and directs them to the appropriate employee concerned. Checks, receives, sorts, and distributes all incoming and outgoing mails, letters, memos and reports and sends them to respective receivers. Schedules interviews of graduate student scholarship applicants with the Chair. Attends to the administrative requirements of the Comprehensive Examination/ Final/Proposal Thesis/Dissertation Defenses of Graduate Students Support, such as setting the schedules for defense, reserving venues, preparing notices to concerned offices, and preparing the honoraria of the panelists.

II. Administrative Support

Assist in gathering supporting documents needed by the Department in the preparation of the reports for CHED, accrediting bodies, and external agencies. Provides logistical support to classes, Department-sponsored meetings, conferences, and events, as well as School-open houses, graduation ceremonies, and other School and University-wide activities. Regularly maintains and uploads content to the DISCS website. Assists in the reproduction of syllabus and other materials needed for class. Prepares supporting documents and requirements for the scholarship application and approval, and updates DOST Engineering Research and Development for Technologies (DOST-ERDT) on scholars’ data. Prepares necessary correspondences for the Office of the Registrar, regarding change of status from non-degree/validation of subjects and correspondence letter to LS-DISCS’ external partner universities

III. Applicant, Advisement and Enrollment Support

Collates the necessary materials needed in the evaluation of the new graduate applicants. Files, organizes, monitors, and safekeeps graduate students’ files and activity records for ease of retrieval. Monitors graduate students’ submission of required documents and compliance with academic requirements and maintains/updates their records via aifis and intraaifis. Assists during online enrollment, manual registration, and advisement periods by providing the necessary forms for enrolment, updating individual student files, and encoding the graduate student’s preferred subject/s in their Individual Program Study (IPS) thru intraaifis. Attends to the offshore student requirements, coordinating with the counterpart schools on the final courses that will be offered to offshore students, their statement of accounts for tuition payments, and informing the Registrar’s Office/Accounting/Cashier regarding enrollment of the offshore student.

IV. Perform other tasks that may be assigned by the Director and authorized representative