Institute Secretariat
Acting as rapporteur for the Institute Board and the Institute Management Board.
Participating in the preparation of activity reports and strategic plans, ensuring that the results are followed up and delivered to the relevant units in a timely manner.
Carrying out the administrative process related to the recruitment of academic staff.
Regulate the flow of documents between units by checking all kinds of letters and documents to be issued by the office
Check whether personnel files are kept in order, plan, supervise, and complete work related to unit cleaning, maintenance, and repair
Plan staffing needs related to administrative personnel
Ensure the preparation of the draft institute budget
Carry out and finalize preparations related to the procurement of goods and services
Use and allocate Institute resources efficiently and economically
Ensure that statistical information related to education, training, and personnel is kept ready and updated
Procure machinery and equipment to be used in administrative work and education and training activities
Check the Court of Accounts reports prepared by the personnel responsible for financial affairs
Monitoring the terms of office of Research Assistants, Department Chairs, Institute Board Members, etc., and ensuring that their duties are performed.
Coordinating all administrative procedures carried out at the Institute
Secretariat
Managing the Institute Directorate secretariat
Ensuring that calls to the Institute are transferred to the relevant persons/units
Contributing to the necessary organizational work for conferences, meetings, and other activities to be held
Managing the delivery and distribution of incoming shipments belonging to the Institute and Institute employees
Ensuring that announcements and posters are displayed in the necessary places
Monitoring the Institute's official email address and managing the process
Receiving theses, uploading theses to YÖK
Writing the decisions of the Institute Board and the Institute Management Board, conducting correspondence related to the decisions taken, and ensuring their follow-up
Conducting correspondence regarding teaching staff to be requested from other units or universities for course assignments
Performing other duties assigned by the Institute.
Student Affairs (Master's-Doctorate)
Institute (fall-spring) new student registration procedures
Entering decisions of the Institute Management and Board regarding students into the students' pro-list e-registration cards
Tracking student ID cards
Student graduation procedures for all programs
Diploma printing and delivery
Registration cancellation and termination procedures
Issuing student certificates and transcripts
Tracking tuition fees and uploading them to the system
Performing other duties assigned by the Institute
Personnel Affairs
Processing data in the HİTAP system (staff promotions, entry-exit procedures, etc.)
Processing data in the E-SGK system (personnel entry-exit reports)
Preparing employee time sheets
Processing insurance entry-exit procedures and summary declaration procedures for project students
Managing and tracking the work and procedures of academic and administrative personnel
Monitoring the GABİS-GİBİS system
Performing other tasks assigned by the Institute
Correspondence
Writing and following up on CİMER letters
Conducting correspondence and preparing timesheets for the part-time student recruitment process.
Social and Human Ethics Committee correspondence
Correspondence with the Rectorate, Department Chairs, and other units and institutions
Protocol-Project correspondence
All correspondence related to personnel
Responses to official correspondence received by the Directorate and other correspondence
Preparation of Unit and Strategic Activity Reports
Performing other duties assigned by the Institute
FINANCIAL AFFAIRS
Accrual
Processing all personnel data into the KBS and preparing salaries and attaching them to the accrual document
Calculating salary insurance premiums through the Contribution Information System
Preparing additional courses and processing them into the KBS and attaching them to the accrual document
Preparing travel allowances and attaching them to the accrual document from the MYS system
Performing other duties assigned by the Institute
Conducting official correspondence related to accruals
Performing other duties assigned by the Institute
Movable Assets and Purchasing
Performing movable asset record control operations
Ensuring the preparation of payment documents from the MYS system for the purchase of goods and services
Tracking the maintenance and repair of fixed assets located at the Institute and assigned to relevant personnel
Checking cleaning and stationery supplies, informing the authorities in case of shortage, and ensuring their procurement based on market research
Performing other duties assigned by the Institute
Performing fixed asset automation (dmbs.gantep.edu.tr) entry, exit, and updates
Performing official correspondence related to movable assets and procurement
Performing other duties assigned by the Institute