Secretary (Reliever)

The College Secretary (Reliever) provides administrative and clerical support to the Dean, faculty, and students of the college during the absence of the regular College Secretary. The reliever ensures smooth operations within the office by managing documentation, communications, and various academic tasks.

Key Responsibilities:

• Administrative Support:
  • Assist the Dean and faculty with scheduling meetings and managing their calendars.
  • Prepare and disseminate memos and notices to faculty, staff, and students as required.
  • Handle incoming and outgoing correspondence and maintain filing systems for both digital and physical documents.
• Student Records and Services:
  • Oversee the processing of student documents such as certifications and grades.
  • Handle enrollment processes and maintain updated student records.
  • Respond to inquiries from students regarding schedules and academic policies.
• Coordination and Communication:
  • Act as a liaison between the faculty, administration, and students to ensure smooth communication within the college.
  • Coordinate with other university offices for shared initiatives and projects.
• Examinations and Grades:
  • Assist in the preparation, collection, and distribution of examination materials and results.
  • Ensure timely submission of grades and coordinate the dissemination of grade reports to students.
• Event Organization:
  • Support the planning and execution of college events such as seminars and orientations.
  • Assist in organizing student activities, including coordination with external parties when necessary.
• Clerical Duties:
  • Answer phone calls and emails, providing accurate information or directing inquiries to appropriate parties.
  • Ensure that office supplies are well-stocked and equipment is functioning properly.

Qualifications:

• Bachelor's degree in office administration or a related field.
• Prior experience in a clerical or administrative role, preferably in an academic setting.
• Familiarity with academic procedures and student services is a plus.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office and other office software.
• Ability to work independently and handle multiple tasks simultaneously.
• Professional and courteous demeanor.
• Strong problem-solving abilities and flexibility.
• Ability to maintain confidentiality and handle sensitive information with discretion.