Position: Department Secretary (Recent Job)

Job Description

Roles and Responsibilities 

Communication 

• The department secretary is key to communication. S/he is responsible to handle the phone calls from students, parents, teachers and other departments. S/he must be the information hub for the different stakeholders and must communicate and correspond accordingly. S/he must communicate the department activities to the stakeholders at regular intervals. 

Maintain Calendar and Plan Meetings

• Department Secretaries must schedule appointments, class routines and update event calendars as per the instructions of the HOD/DHOD and AA. In advance of meetings, they assemble background materials and set up the meeting space. They attend meetings and prepare minutes or summaries of the meeting outcomes.

Handle Mail and SMS

• Incoming and outgoing mail and letter all go through the Department Secretary. They open, review, sort and distribute the mail and letter to the appropriate recipients. Department Secretaries also maintain email lists and distribute information to staff. S/he is also responsible to draft and send appropriate SMS to the students, parents, teachers and other departments as per the need of the department as notices 

Prepare and Edit Documents

• S/he is responsible to prepare memos or other reports for internal or external distribution as per the instructions of HOD/DHOD and AA. S/he is responsible to collect information and make reports and budgets of external participation from the department and submit to appropriate authorities to claim and settle advances or reimbursement 

Maintain Databases and Filing Systems

• Department Secretaries are responsible to design, implement and maintain filing systems, both electronic and paper. When requested, they search for and compile requested material from the databases. The database of teachers and student’s attendance, performance and feedback must be maintained and communicated on a regular basis as per the requests from the HOD/DHOD, AA, Principal, and other departments 

Maintain inventory

• The Department Secretary is responsible to track office supplies for the department and orders replacements as required

Classroom Management

• The department secretary is responsible to look after the wear outs in the respective classrooms and communicate it to the authorities for its replacements

Coordination

• The department secretary is responsible to communicate with other departments on behalf of the department. S/he must correspond and make follow-ups with other departments to smooth the functioning of the department. S/he must also support other departments to make coordination with department students and teachers in case of need  

Apply Instruction

Application Procedure:

Please submit a cover letter explaining with evidences how you meet the above criteria along with your recent CV/resume by email to “[email protected]” with “Application for Department Secretary” in the subject line. 

Only shortlisted candidates will be communicated.