Faculty Secretariat Staff

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Administrative Duties

• Provide minute of meetings and meeting summary in related unit
• Carry out accurate distribution of documents in related area (e.g., minute of meetings, other documents)
• Maintain and update storage and retrieval system in documentation for easy access of various information (e.g., accreditation documents, other permit license documents, budget, Performance Indicator Unit, Key Performance Unit)
• Provide various important information and documents required by related Vice Rector / Dean / Director/ Senior Manager/ Manager / Head of Department / Head of Program (e.g., contacts, management, appraisal, travels and other confidential matters)
• Handle confidential information required based on approval from Dean Head of Department / Head of Program (e.g., contracts, resumes, confidential letters and emails)
• Provide support to Dean /Head of Department/ Head of Program in sending message, memos and documents to all staff
• Compose correspondence letters required (in Bahasa and English).
• Sort and prioritize incoming information, requests and communicate them accurately

Scheduling and Appointment

• Organize daily schedule for related Dean Head of Department / Head of Program (e.g., meeting and appointment schedule, availability for attendance in university event, arrange and contact related parties regarding the appointment)
• Confirm availability and punctual attendance of participants in related meeting/other appointment with Dean Head of Department / Head of Program
• Arrange venue setting, equipment, and meals/beverages required for meeting/other related events
• Be the point of contact for Dean / Head of Department / Head of Program, during their absence from office

Operational Duties

• Maintain and update budget in the stock and non-stock budget from Dean Head of Department / Head of Program
• Keep track of the usage appendix budget stock and non-stock request from Vice Rector / Dean / Director/ Senior Manager/ Manager / Head of Department / Head of Program and related working area
• Propose working attribute required for Vice Rector / Dean / Director/ Senior Manager/ Manager / Head of Department / Head of Program and related working area
• Provide required order request of the related items
• Arrange report related to all budget usage appendix in related area
• Arrange report, maintain and update budget report usage (stock, non-stock)
• Arrange and conduct budget report information for Vice Rector / Dean / Director/ Senior Manager/ Manager / Head of Department / Head of Program and related working area
• Provide PRF request, Cash advance request, PR request alignment with approved budget information
• Conduct on time budget realization report according to valid procedure and regulation (i.e., PRF, Cash advance and PR)
• Arrange travel management process and provide realization report (e.g., taxi voucher, operational vehicle request, business trip document’s realization)

Management Support Activities

• Provide Report to direct Supervisor
• Suggest improvement process related to activities in area of responsibilities (especially related to time concern, effort and cost)
• Perform activities related to Quality Management System
• Perform additional tasks related to key responsibilities as required by Direct Supervisor Education Requirement: •Minimum Diploma Degree (D3) or University Student (6th Semester) Work Exposure/ Experience: •No working experience

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