Secretary for Graduate Studies

Duties and Responsibilities :

1. Provide day-to-day clerical and administrative assistance to the Dean or Head of Graduate Studies.

2. Manage and maintain accurate filing systems (physical and electronic) for student records, correspondence, and office documents.

3. Prepare, type, and distribute memos, letters, reports, meeting minutes, and other official documents.

4. Handle incoming calls, emails, and inquiries related to graduate studies programs.

5. Maintain office supplies and monitor inventory levels.

6. Assist in the scheduling and coordination of classes, faculty loads, and room assignments.

7. Support the preparation of academic calendars, course offerings, and examination schedules.

8. Coordinate with faculty members regarding submission of grades, class records, and academic requirements.

9. Assist in the processing of student enrollment, graduation, and thesis / dissertation documentation.

10. Respond to student inquiries regarding academic requirements, schedules, and policies.

11. Maintain and update the student database, including enrollment, grades, and graduation status.

12. Assist in organizing orientations, seminars, and other graduate-related events.

13. Coordinate meetings, prepare agendas, and document minutes.

14. Ensure timely submission of required reports and documentation to relevant offices.

15. Liaise with other departments for inter-office communications and coordination of activities.

Qualifications, Skills and Experience :

1. Bachelor’s degree in Office Administration, Business Administration, or any related field.

2. At least 1–2 years of clerical or administrative experience (experience in an academic setting is an advantage).

3. Proficient in MS Office applications (Word, Excel, PowerPoint) and office management systems.

4. Excellent written and verbal communication skills.

5. Strong organizational and multitasking abilities.

6. Discreet, detail-oriented, and able to maintain confidentiality.