Introduction
中文- Update Date：2023-08-25
- Units：Secretariat
Our Tasks
As a support department, the main functions of the Secretariat are to assist the President and the Vice Chancellor in the governance of the University, as well as to coordinate between departments and offices to ensure effective and efficient operation. Led by the Secretary General, the Secretariat is organized into four divisions— Division of Coordination, Division of Conference Service, Division of Public Relations, and Division of Alumni Relations. These subdivisions are respectively in charge of tasks including reviewing and approving official documents, facilitating school initiatives, conducting key meetings and conferences, strengthening public relations, generating publicity, serving alumni, and overseeing other general affairs.
Our Responsibilities
The Secretariat is also responsible for organizing and hosting events such as university anniversary celebrations and honorary doctorate conferment ceremonies; planning and facilitating fundraising campaigns; conducting interviews, composing articles, and issuing the National Yang Ming Chiao Tung University Newsletter; and promoting other major university development projects. The Secretariat hopes to strengthen the faculty, staff members, and students’ sense of belonging and pride in the University through professional services. Furthermore, the Secretariat is committed to proactively enhance the public image of the University, so as to build a solid basis for sustainable development.
Directors
Secretary General
Vice Secretary General
Senior Administrative Officer
Senior Secretary
job description
- Assist Secretary General Supervising and handling business of the divisions in the secretariat
- Supervise the progress of important projects and bills
- Draft and authorize official documents of the university
- Coordinate and communicate cross-offices business
- Handle specially assigned projects
Division
Division of Coordination
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- Arranging the president’s & senior vice president’s itinerary and visitors reception
- Handling meeting work related to office of the presedent & senior vice president
- Assisting the provost’s business and itinerary arrangements
- Handling the university recruitment related business
- Handling internal audit and project audit
- Drafting the University’s medium-term and long-term planning frameworks
- Planning and implementing project plans
- Handling issues relevant to the conferment of honorary doctorate degrees, and convening review meetings for the Honorary Doctorate Degree Review Committee
- Arranging and holding honorary doctorate conferment ceremonies
- Coordinating university anniversary celebrations
- Issuing VIP parking passes
- Updating and managing the Secretariat’s Chinese and English websites
- Inviting and receiving graduation ceremony guests
- Handling matters for the National Yang Ming Chiao Tung University Chapter of the Phi Tau Phi Scholastic Honor Society of the Republic of China
- Managing matters governed by the Revenue and Expenditure Management of Self-Generated Endowment Fund Regulations, and issues relevant to rewarding employees who have demonstrated excellent performance
- Taking charge of the affixation of the University Seal on cheques and other documents
- Overseeing the official e-documents registration desks for the President Office and the Secretariat
Division of Conference Service
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- Holding Academic Affairs Meetings
- Organizing meetings for the Academic Procedures Committee
- Conducting meetings for the Academic Development Committee
- Setting up Administrative Meetings
- Handling issues relevant to Academic Affairs Evaluations
- Assisting in the selection of the University’s president
- Implementing responsibility decentralization
- Handling cases of state compensation
- Receiving applications of faculty grievances and conducting meetings for the Faculty Grievances Committee
- Receiving applications of student grievances and conducting meetings for the Students’ Grievance Review Committee
- Receiving applications of staff grievances and arranging meetings for the Staff Grievance Committee
- Receiving applications of sexual harassment grievances and organizing relevant meetings
- Receiving applications of gender-equality-related grievances, complaints, and investigation requests, and conducting relevant meetings
Division of Public Relations
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- Writing press releases
- Holding press conferences
- Monitoring news relevant to higher education and university development on a daily basis
- Updating the “Latest News” section on the homepage of the University’s Chinese website
- Managing the University’s official social media platforms
- Composing the University’s “About Us” statement
- Issuing newsletters
Division of Alumni Relations
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- Taking charge of the development, marketing, and management of NYCU-branded products
- Overseeing the review and conferment of distinguished alumni
- Organizing anniversary celebration luncheons/dinners for alumni, and banquets for guests and alumni
- Maintaining and updating alumni database
- Strengthening alumni engagement and taking charge of the promotion of special events
- Making alumni greeting cards
- Assisting alumni in various areas, and offering advisory services and on campus consultations
