Job Description of Department Secretary at East West University

 Job Identification:-

Job title : Department Secretary Job Code : ……………

Recommended Salary grade …………..
Job Family : Higher Education
Division : Administrative
Department : Social Science
Exempt/non exempt status : ………….
EEOC : Department messenger and Assistant
Reports to: Department Chairman
Location : Mohakhali C/A, Dhaka Bangladesh
Date : 11th March,2011

 Job Summary :-

This position is responsible for acting as a coordinator among

the faculties, students and the management of the university. All departmental
functions and directions of the department chairman are implemented by the
secretary. In addition, this job position is also responsible for providing all
academic and administrative supports to the students and the faculties within the
department.

 Scope and impact of the job:-

 Student’s registration: Department secretary usually forecast the

number of the student who will register for the courses of the
department based on their interest and choice. Here he often suggests
the department chairman to increase or decrease the number of courses
and the section.

 Supervisory Responsibilities: Department Secretary monitors the

work of his subordinates like office assistant, cleaner and messenger.
S/he also acts as a link between all Graduate Teaching Assistants
(GTA), Undergraduate Teaching Assistants (UTA), Students and
faculties within the department where secretary directly and indirectly
provide necessary supervision.

Job Description of Department Secretary at East West University

 Required Knowledge and Experience:-

Related work experience: Prior secretarial experience in education sector is

preferred. Two years of experience in front desk of educational institution with
broad knowledge about the departmental work is needed.

Formal education: Masters degree from any subject with strong academic
performance or work equivalent experience.

Skills: Must have excellent verbal and written communications skill with
proficiency in computer literacy especially on MS office and internet technology.

Others: Interpersonal skill like extrovert personality and having patience to listen
detail about the problems of the students.

 Job Responsibilities :-

 Implement the policies and follow the directions of the

department chairman.
 Assist the faculties within the department
 Provide assistant to the students of the department
 Do administrative activities
 Maintain office files and documentation
 Coordinate among UTAs and GTAs
 Helping in course registration of the department
 Direct and monitor the work of messengers and other
subordinates
 Do exam and class scheduling
 Informing technician about machinery problems
 Maintain internal relation among all departments
 Prepare internal and external memorandum
 Participate in the events of the university like convocation,
meeting etc.
 Act as link between students and faculty within the department.