SECRETARY GENERAL
POSITION IN THE ORGANIZATION
• Reports directly to the Rector.
DUTIES, AUTHORITIES, AND RESPONSIBILITIES
• Acts as the head of the university’s administrative organization in accordance with Decree Law No. 124 on the Administrative Organization of Higher Education Institutions.
• Carries out tasks both personally and through subordinate units in addition to responsibilities as the head of the administrative organization.
• Ensures that units within the university’s administrative organization operate efficiently, regularly, and in harmony.
• Serves as the rapporteur for the University Senate and the University Administrative Board, ensuring that the resolutions of these bodies are recorded and archived.
• Communicates Senate and Administrative Board resolutions to university units.
• Makes recommendations to the Rector regarding personnel assignments within the administrative organization.
• Ensures the execution of press and public relations services.
• Coordinates the Rectorate’s official correspondence.
• Ensures that all quality records produced within the unit are properly filed, preserved, and maintained.
• When necessary, requests changes or the creation of new ISO 9001:2015 procedures (including instructions and forms) related to the unit and ensures that documents remain up to date.
• Ensures that all activities are conducted in accordance with job descriptions and ISO 9001:2015 Quality Assurance System procedures; oversees that all unit staff also comply with these principles and monitors implementation.
• Carries out other duties assigned by the Rector.
• The Secretary General is accountable to the Rector.
REQUIRED QUALIFICATIONS
• Must be a graduate of at least a faculty or a four-year higher education institution.
• Must meet the conditions specified in Article 68(B) of the Civil Servants Law No. 657.
DEPUTY SECRETARY GENERAL
POSITION IN THE ORGANIZATION
• Reports directly to the Secretary General.
DUTIES, AUTHORITIES, AND RESPONSIBILITIES
• Assists the Secretary General in areas of authority and responsibility as determined.
• Oversees the work and processes of the units within his/her assigned areas.
• Conducts necessary supervision and monitoring of personnel within those units.
• Performs tasks assigned by the Rector, Vice-Rectors, and the Secretary General in accordance with relevant legislation.
• Serves as Acting Secretary General when the Secretary General is absent.
• Carries out other duties assigned within the framework of laws, statutes, and regulations.
• Is accountable to the Secretary General for the execution of tasks within assigned areas of authority and responsibility.
REQUIRED QUALIFICATIONS
• Must be a graduate of at least a faculty or a four-year higher education institution.
• Must meet the conditions specified in Article 68(B) of the Civil Servants Law No. 657.
• Must meet the requirements outlined in the Higher Education Promotion Regulation.
DIRECTOR OF DOCUMENT MANAGEMENT
POSITION IN THE ORGANIZATION
• Reports directly to the Secretary General.
DUTIES, AUTHORITIES, AND RESPONSIBILITIES
• Ensures that office services are conducted effectively and efficiently in accordance with legislative provisions and the University’s Strategic Plan.
• Monitors and supervises the activities of unit personnel.
• Ensures timely and complete fulfillment of the unit’s responsibilities.
• Ensures the recording, protection, and archiving of resolutions taken by the University Senate and the University Administrative Board.
• Communicates Senate and Administrative Board resolutions to relevant university units.
• Manages the correspondence of the Office of the Secretary General.
• Keeps records of University Disciplinary Board decisions.
• Oversees unit archiving services.
• Provides internal coordination, management, and supervision of the unit.
• Ensures that incoming and outgoing Rectorate documents are electronically registered with date and record number.
• Ensures the dispatch of official outgoing documents by mail.
• Ensures receipt of official notifications and external correspondence, and returns misdelivered mail.
• Coordinates with document registration clerks of other units.
• Carries out other assigned duties.
• Is accountable to the Secretary General for the fulfillment of responsibilities.
REQUIRED QUALIFICATIONS
• Must meet the qualifications specified in the Higher Education Promotion Regulation for Branch Managers.
CLERICAL STAFF (DOCUMENT MANAGEMENT PERSONNEL)
POSITION IN THE ORGANIZATION
• Reports directly to the Branch Manager.
DUTIES, AUTHORITIES, AND RESPONSIBILITIES
• Files incoming and outgoing documents.
• Tracks signatures for University Senate and Administrative Board resolutions.
• Prepares documents for postal delivery to external institutions.
• Prepares a mailing list and informs the receiving unit via email.
• Delivers documents to relevant units with an official logbook record.
• Carries out other tasks assigned by supervisors.
REQUIRED QUALIFICATIONS
• Must be a graduate of at least a high school or equivalent institution.
• Must be organized, reliable, and attentive.
• Must be able to work quickly, efficiently, and in a disciplined manner, and be open to teamwork.
• Must adopt and apply the principles of Total Quality Management.