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: Program Coordinator

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 Secretaries 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 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 in regular basis as per the requests from the HOD/DHOD, AA, Principal and other 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  

Required

• 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 

• Bachelor’s Degree in Management or Equivalent
• Relevant work experience in similar position preferably in educational institution(s)