MIDDLE EAST TECHNICAL UNIVERSITY
OFFICE OF DOCUMENTS & ARCHIVES
DUTY DESCRIPTION
It was prepared within the scope of the establishment, implementation, surveillance and development of an internal control system in public administrations in the ‘’Kamu İç Kontrol Standartları Tebliği’’, published in Resmi Gazete; dated 26.12.2007 and numbered 26738.
Description of Duties:
In line with the objectives and principles determined by the senior management of the Middle East Technical University; to work, plan, direct, coordinate and supervise all work and transactions and activities related to the field of duty of the Office of Documents and Archives in accordance with the principles of effectiveness and efficiency, to determine all work flow charts and job descriptions within the Office, to create a safe and peaceful work environment without discrimination of any staff, to ensure the control and supervision of the work done, to communicate with the upper units and to inform and resolve the needs and problems of the Office to carry out the procedures specified in the legislation.
OFFICE DIRECTOR
Köksal Sağdıç Extension Number: 2110 Email: ksagdic@metu.edu.tr
Duties:
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To contribute to our university operating in accordance with its vision, mission and ethical rules,
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To ensure the division of labor among the office staff, to perform the necessary control and supervision,
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To participate in meetings related to the Director’s duties,
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To ensure the transmission of KEPs coming from outside the University and going outside the University as the Registered Electronic Mail (KEP) institution transaction executive,
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To forward the documents coming to the university's senior managers to the relevant manager according to the distribution of duties.
OFFICE OF DOCUMENTS
|
Ela Ömrüuzun Başaran |
Computer Operator |
3580 |
|
|
Murat İnce |
Computer Operator |
3584 |
|
|
Cemile Özer |
Computer Operator |
2112 |
|
|
İlknur Başer |
Office Support Personnel |
3581 |
|
|
Necati Topdemir |
Computer Operator |
3582 |
|
|
Mehmet Burak Koç
|
Office Personnel |
3569 |
|
|
Seçil Kayagörgülü |
Programmer |
21 11 |
Duties:
• Scanning the written documents sent to the Rector, Vice Rectors, Secretary General, Assistant Secretary Generals and recording the documents with EBYS (Electronic Document Management System),
• Recording the documents coming from inside and outside our university with EBYS and sending them to the relevant units (Faculties, Institutes, Centers, Departments, Directorates),
• Keeping the record of the domestic and international mail to be sent outside the institution from the university units and delivering them to the PTT branch,
• Carrying out the procedures of obtaining/changing/canceling the Unit Identity Codes for our university units,
• Ensuring the transfer of confidential and periodical documents to the relevant units on time,
• Classifying the copies of the documents coming from our university according to the relevant units and filing them.
OFFICE OF COMMUNICATION
|
Hande Akdamar |
Office Support Personnel |
2137 |
|
|
Melike Canatan |
Office Support Personnel |
2137 |
Duties:
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Ensuring that the documents sent from the Office of Documents in physical form and via the Electronic Document Management System (EBYS) are forwarded to the Rector, Vice Rectors, Advisors to the Rector, Secretary General and Assistant Secretary Generals according to the distribution of duties,
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Ensuring that the correspondence received via KEP is forwarded to the Senior Management,
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Physically filing the documents transferred to the EBYS environment and presented to the senior management.
OFFICE OF DISTRIBUTION
|
Selçuk Yılmaz |
Chief |
3537 |
- To classify mail coming to our office from PTT and private cargo companies, classify the unregistered documents of the University units and approved announcements in the mailboxes on a unit basis, to ensure the delivery of registered and recorded documents and mail received according to units and to register the documents
- To ensure the transmission of KEPs coming from outside the University and going outside the University as the Registered Electronic Mail (KEP) transaction officer.
SUPPORT STAFF
|
Turhan Güler
|
Staff
|
3537
|
|
|
Metin Çavuş
|
Cleaning Staff
|
3538
|
|
|
Fatma Kazar
|
Cleaning Staff |
3538
|
fatkazar@metu.edu.tr |
- To ensure the general cleaning and order of the offices
- To deliver the originals of the documents recorded with EBYS by Office of Documents and Office of Communication to the PTT Branch and on-campus units in return for a levy.