JOB DESCRIPTION
In accordance with the objectives and principles set forth by the senior management of Girne American University,
the School Secretary organizes and carries out all administrative and academic operations in line with the School’s mission and vision, ensuring that activities are conducted effectively and efficiently, and acts under the supervision of the School Director and Assistant Directors.
DUTIES AND RESPONSIBILITIES
The School Secretary, in accordance with Article 51(b) of the Higher Education Law No. 2547, is directly responsible to the School Director for ensuring that the administrative services of the School are carried out in a regular, coordinated, and lawful manner.
Plans, coordinates, and supervises all matters within the scope of the School Secretariat to ensure that operations are conducted smoothly, systematically, and in compliance with applicable regulations.
Prepares the agendas for the Academic General Assembly, School Board, School Administrative Board, and School Disciplinary Board under the instruction of the School Director, announces them to the relevant parties, and acts as rapporteur for these meetings.
Prepares the annual fiscal budget of the School and ensures its efficient and effective utilization.
Ensures that all internal and external correspondence of the School is properly conducted.
Ensures that necessary security measures are taken within the School premises.
Oversees the proper operation of heating, lighting, cleaning, maintenance, and repair services of all School buildings and ensures related safety measures are applied.
Ensures the procurement of goods and services required by the School.
Participates in the organization and allocation of office spaces.
Oversees and inspects the implementation of cleaning services.
Acts in accordance with principles of efficiency and economy, ensuring the rational use of institutional resources.
Provides and maintains teaching materials and equipment required by the academic staff.
Ensures that inventory records of all School assets are properly kept, that entries and removals are processed in the system, and that all equipment is kept in ready-to-use condition.
Organizes ceremonies, events, and official functions held by the School.
Monitors and applies updates to legislation relevant to the Secretariat’s activities.
Follows up on personnel rights and related payments.
Participates in and supervises civil defense and emergency preparedness activities.
Ensures that the recruitment processes of academic personnel are properly followed up and that results are communicated to the Rectorate; provides reminders for extension of academic appointments.
Coordinates student affairs services.
Coordinates personnel affairs and administrative operations.
Supervises subordinate staff, ensures compliance with attendance and dress code regulations, and monitors work performance.
Ensures coordination and collaboration among departments and staff under the Secretariat, and resolves problems as they arise.
Provides regular reports and updates to superiors regarding ongoing operations.
Develops projects to enhance productivity and efficiency of School units and personnel.
Initiates and conducts disciplinary investigations against staff when required by regulations.
Ensures the preparation of annual activity reports.
Complies with ethical standards and contributes to the School’s internal control system.
Performs other duties as assigned by the School Director and Assistant Directors.
AUTHORITIES
Authorized to perform all duties and responsibilities specified above.
Authorized to use the necessary tools, equipment, and resources to execute operations.
Authorized to represent Girne American University within the scope of assigned duties.
Holds signature authority on behalf of the institution.
IMMEDIATE SUPERVISORS
School Director and School Assistant Directors
SUBORDINATE POSITIONS
Department Secretaries and School Directorate Office Staff
QUALIFICATIONS REQUIRED FOR THE POSITION
Must meet the general qualifications specified in the Civil Servants Law No. 657 and the Higher Education Law No. 2547.
Must possess a level of professional experience appropriate for the position.
Must have leadership and managerial skills, with knowledge of administrative organization and coordination.
Must possess decision-making and problem-solving abilities necessary for effective performance.
ACCOUNTABILITY
The School Secretary is responsible to the School Director and Assistant Directors for performing all duties in compliance with relevant laws, regulations, and institutional policies.
SOURCES
Higher Education Law No. 2547
Civil Servants Law No. 657
Decree Law on the Administrative Organization of Higher Education Institutions