Çanakkale Onsekiz Mart University

Faculty of Music and Performing Arts

Internal Control Standards Action Plan

Personnel Job Descriptions

Document Code: GRVT01

Release Date: 25.09.2023

Revision Date: 25.09.2023

Revision No: v.2.0

Number of Pages: 2

Document Responsibility: Faculty Secretary

Personnel Information

Job Title:
Clerk of Correspondence

Position:
Officer/Computer Operator

Class:
General Administrative Services

Superior Position:
Faculty Secretary

Job Description Information

Educational Background:
Must have at least an associate degree or a faculty graduate.

Required Experience for the Position:
Having worked in a higher education institution for at least 1 year is preferable.

Required Qualifications for the Position:
Must have work experience at the level required for the job.

Required Competency:
Should be knowledgeable about the structure, operation, relevant laws, and regulations of the school.

Brief Job Description:
This role is established to ensure that correspondence within the Faculty is carried out in accordance with relevant regulations, write decisions of the committees, and prepare and send them to the relevant entities. It also involves following up on general office work and executing archive services.

Job Responsibilities:

1. Preparing invitation letters and controlling the agenda content for committees.
2. Writing decision minutes, following up on signature processes, preparing decision copies, and preparing relevant correspondence for further action and information.
3. Monitoring faculty-wide correspondence, discipline-related correspondence, staff appointments, duty extensions, termination of duties, assignments, permissions, and related operations.

Authorities:

1. Authorized to perform all the above-mentioned tasks and responsibilities.
2. Can use the necessary tools and equipment for performing the activities.

Information Sources:

• Higher Education Law No. 2547
• University Academic Organization Regulation
• State Civil Servants Law No. 657
• Other relevant laws, regulations, and directives.

Immediate Supervisor: Faculty Secretary

Responsibility:
The Clerk of Correspondence is responsible to the Faculty Secretary for executing all these tasks in accordance with laws and regulations.

Responsible Personnel Name and Title:
Kevser ARSLAN – Computer Operator
Backup Personnel Name and Title:
Emine Gamze GÜLER – Computer Operator

Approved by:
Prof. Dr. Uğur TÜRKMEN
Acting Dean