Office Secretariat

1. To carry out the services related to the phone calls and receptions of the manager to whom he/she is affiliated.

2. To keep and archive the files belonging to the manager to whom he/she is affiliated.

3. To organize the private or confidential letters belonging to the manager to whom he/she is affiliated, to prepare requests such as invitations and greeting cards, and to ensure that they reach the relevant persons on time.

4. To follow up on the correspondence of the manager to whom he/she is affiliated regarding the resignation and commencement of duty, and to make reservations for travel and accommodation.

5. To determine in advance and ensure that the tools, equipment and other refreshments needed by the manager to whom he/she is affiliated are provided.

6. To prevent the entry of irrelevant and unsuitable persons to the office room.

7. To have the cleaning and ventilation of the office room done.

8. To ensure that the room of the manager to whom he/she is affiliated is kept locked when he/she is not at his/her place.

9. To prepare the agendas of the boards one day in advance, to write the decisions taken in the decision book. To ensure that the decisions reach the relevant units.

10. To take care of the guests coming to the manager to whom he/she is affiliated, to host them until the meeting starts.

11. To record the visitors and phone calls of the manager to whom he/she is affiliated on a daily basis.

12. To prepare and distribute the congratulatory messages of the manager to whom he/she is affiliated.

13. To follow the protocol and phone lists and to ensure that they are kept up to date.

14. To notify the units of the dates of cultural activities and correspondence and to ensure that the posters are hung in the necessary places.

15. To archive the documents in accordance with the standard file plan of the higher education institutions and higher education institutions with retention periods.

16. To organize the internal and external correspondences of the unit in accordance with the “Regulation on the Principles and Procedures to be Followed in Official Correspondence” and “Bilecik Şeyh Edebali University Signature Authorities Directive”.

Department Secretariat

1. To perform all tasks outside the duties, authorities and responsibilities of the Student Affairs Department and those that are under its responsibility in the Law and regulations.

2. To know the Postgraduate, Undergraduate and Associate Degree Education-Teaching and Examination Regulations and related guidelines, to follow the changes and to make announcements.

3. To notify the weekly course schedule and exam schedules to the affiliated dean's office/directorate and to make announcements on the bulletin board.

4. To make relevant announcements on the departments' student bulletin boards and to remove the expired ones.

5. To conduct correspondence between the units and departments it is affiliated with.

6. To define course adaptations in the system.

7. To ensure that exemption petitions are forwarded to the relevant department heads and advisors for review.

8. To regularly follow up and finalize the permission, report, make-up and assignment letters and files of the faculty members working in the department in the system.

9. To write and submit the Department Board Decisions and cover letters to the Department Head.

10. To carry out the procedures for opening new courses.

11. To ensure the implementation and completion of course evaluation surveys in the department and to deliver them to the department head.

12. To archive documents in accordance with the standard file plan of higher education institutions and higher education institutions with retention periods.

13. To organize internal and external unit correspondence in accordance with the “Regulation on the Principles and Procedures to be Followed in Official Correspondence” and “Bilecik Şeyh Edebali University Signature Authorities Directive”.

Personnel

1. To follow up on the work and procedures related to the assignment of contracted foreign academic staff.

2. To follow up on the terms of office, promotion dates, birth, marriage, death, etc. personal rights and military service procedures of the personnel, to inform the Faculty Secretary in a timely manner in coordination with the Strategy Development Department, to make the necessary correspondence and applications.

3. To follow up on the leave, duty and report procedures of academic and administrative personnel. To inform the Strategy Development Department and the Personnel Department of the personnel's starting/leaving dates.

4. To carry out the procedures related to the assignment, promotion, resignation, military retirement and asset declaration of academic and administrative personnel.

5. To check whether the health reports received by academic and administrative personnel are in compliance with the legislation.

6. To carry out and follow up the procedures related to the Dean/Dean/Assistant Deans, department heads, department assistant heads, department heads, Faculty Board, Faculty Board memberships and University Senate representation and appointments.

7. Prepare the lists of academic and administrative personnel working in the units and ensure that they are kept up to date.

8. Prepare the task distribution form of the administrative staff and permanent workers in the unit and submit it to the Faculty secretaries for approval.

9. Archive the job descriptions and lists of the boards and commissions established in the faculty.

10. Conduct correspondence of the boards and commissions established in the faculty.

11. Notify the units of the dates of cultural activities and correspondence and ensure that posters are hung in the necessary places.

12. Ensure that surveys to be conducted for academic and administrative personnel are implemented and concluded.

13. Ensure that announcements are made regarding faculty personnel.

14. Archive documents in accordance with the standard file plan of higher education institutions and higher education institutions with retention periods.

15. Organize intra-unit and extra-unit correspondence in accordance with the “Regulation on the Principles and Procedures to be Followed in Official Correspondence” and “Bilecik Şeyh Edebali University Signature Authorities Directive”

Movable and Financial Affairs

1. Prepare the documents of all expenditures to be made by the unit within the scope of expenditure legislation in accordance with the budget arrangement and procedure, submit them to the Strategy Development Department and follow up,

2. Check whether there is sufficient funds. Perform additional funds, funds request and transfer transactions. Take the necessary measures to prevent disruptions.

3. Inform the superiors of the persons who do not submit the information and documents that will form the basis of payments on time, despite being requested, or any information that may cause delays in payments to be made to the persons.

4. Follow up on movable registration transactions related to the direct procurement or tender purchase of consumption and fixed assets (educational materials, stationery, building maintenance and repair materials, wood and metal materials, electronic hardware and technological materials, machinery and equipment purchase and maintenance, etc.) materials.

5. Prepare, record and archive documents such as movable transaction slips, debit slips, counting reports, etc. in accordance with the procedure.

6. Always organize the warehouses in a clean, orderly manner and in a way that the desired items can be easily found.

7. Report the missing materials from the warehouse to the superiors and ensure that they are completed.

8. Make the exit record of the materials given for consumption by preparing TIF. Prepare quarterly consumption exit reports.

9. Make the entry record of the transfers, grants and donations coming to the unit, prepare the debit slip, ensure their follow-up and distribution to the units.

10. Create the Durable Movable lists for durable movables in common areas such as personal rooms, laboratories, corridors and classrooms, and debit them to the relevant persons. Ensure that the debits given to the rooms are kept up to date.

11. Conduct the year-end transactions of movables and report the counting minutes and inventory tables to the Strategy Development Department.

12. Take and ensure that the necessary measures are taken to protect movables against fire, wetting, deterioration, theft and similar dangers.

13. To prepare the scorecards of personnel working overtime, part-time workers and students doing internships, to follow them up and to report them to the relevant department at the end of each month.

14. To prepare the files of students doing internships, to make all kinds of correspondence regarding the intern students.

15. To prepare the SSI job entry and exit declarations of students doing internships, to prepare the work accident and occupational disease insurance premium declarations and to report them to the relevant department for the payment of premiums.

16. To make correspondence in the preparation of strategic plans, to prepare the areas and reports regarding the current status of the Faculty in the preparation of the plan.

17. To report the work requests of the places in the Faculty that need renovation and repair to the Construction Works and Technical Department.

18. To archive the documents in accordance with the standard file plan with retention periods of higher education institutions and higher education institutions.

19. To organize internal and external correspondence in accordance with the “Regulation on Principles and Procedures to be Followed in Official Correspondence” and “Bilecik Şeyh Edebali University Signature Authorities Directive”.