Job Title: Department Secretary, Department of IT
Job Level: Mid-Level
No. of Vacancy/s: 1
Employment Type: Regular/full-time
Job Location: Kathford International College of Engineering and Management, Block B, Bal Kumari, Lalitpur
Offered Salary: As per the college policy.
Apply Before (Deadline): Baishakh 08, 2079 (April 21, 2022)
Position Overview
Department Secretary
is responsible to communicate, correspond and maintain the database for the
smooth running of the department through a variety of administrative and
clerical duties. They must handle office schedules, coordinate meetings and
visits, organize files, answer phones and perform a huge array of other
essential tasks.
Reports To: Deputy Head of Department/ Head of Department
Qualifications
Required
- Bachelor’s Degree, preferable Management
- Relevant work experience in
similar position preferably in educational institution(s)
- Knowledge of Microsoft Office
Package
- Effective in communication and
correspondence
- Good knowledge of University
program policies and processes, student’s academic cycle
- Strong English and Nepali
verbal and written communication skills
Preferred
- Highly enthusiastic and
inquisitive personality with positive attitude
- Excellent skills to manage
time, people and resources
- Understanding of curriculum,
course structure, students’ expectations, and requirements of the
university
- Self-motivated with a flexible
approach to work and commitment to success
- Proactive and problem-solving
attitude/abilities
- Attuned with periodic reporting
in prescribed form or concise/detailed form
- Skills to
coordinate/collaborate with multiple departments/sections/units
- Proven track record of
achieving results
- High level of integrity and
strong professional ethics
Roles and
Responsibilities
Communication
- The department secretary is key
to communication. S/he is responsible to handle the phone calls from
student, 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 in regular interval.
Maintain Calendar and
Plan Meetings
- Department Secretary must
schedule appointments, class routine 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 Secretary 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 in regular basis as per the requests from the HOD/DHOD, AA,
Principal and another department
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 functioning of the department. S/he must also support
other departments to make coordination with department students and
teachers in case of need