Duties and Responsibilities


Allocate and supervise duties assigned to subordinate staff for smooth running of the office.
Prepare office work plans to ensure tasks are accomplished in good time.
Assist Managers in compiling reports for presentation in various meetings.
Act as a liaison between Managers and other offices for effective communication.
Prepare notices for meetings, distribute agendas and minutes, and book meeting venues to ensure everything is in place for smooth execution of meetings.
Maintain a contact database for future reference, easy access, and efficiency.
Facilitate internal and external communication to enhance efficiency and alert managers on matters requiring urgent attention.
Develop and maintain a functional office filing system for easy retrieval of documents.
Coordinate meeting schedules and appointments to ensure set objectives are achieved.
Make travel arrangements, including itinerary and travel logistics, to ensure proper timeliness.
Screen visitors, telephone calls, and handle complaints and inquiries to enhance efficiency and the Manager’s productivity.
Receive and dispatch mail for proper prioritization.
Maintain and disseminate information on university systems, policies, and procedures to enhance efficiency.
Assist in the preparation of departmental budgets for proper planning.
Harmonize workflow in all departments to ensure smooth day-to-day office operations.
Manage food service for meetings to ensure proper continuity.
Process office supplies and other requisitions for smooth office operations.
Coordinate the process of preparing students’ certificates, ensuring safe keeping, issuance, and maintaining proper records.
Record minutes in departmental meetings for accurate record-keeping and future reference.


Requirements for Appointment


Bachelor’s degree in Secretarial Studies, Office Management, HRM, Business Administration, or its equivalent from a recognized institution.
Diploma in Secretarial Studies or single subjects in:

Typewriting III (50 wpm)
Office Management III
Business English III
Secretarial Studies II
Commerce II
Shorthand III (100 wpm)
Office Practice II


MUST have served in the grade of Secretary I (Grade MNT 9) or equivalent for a minimum period of three (3) years.
Certificate in Computer Applications skills from a recognized institution.
Demonstrated merit and ability as reflected in work performance and results.