A. Organizational Position
Title : Registrar
Department : Registry Directorate
To Whom it Reports : Secretary General
Subordinates : Assistant Expert
B. Purpose of the Duty
To follow the ways, methods and procedures and procedures to be followed in the workflow of electronic information and documents to be recorded, produced, transmitted to other units or institutions, stored or destroyed when necessary, to ensure that information and document exchange is carried out in an effective, fast and secure manner and to create an institutional culture and identity in correspondence, to ensure that all correspondence from within and outside the institution on behalf of the Rectorate is made within the framework of the "Regulation on the Principles and Procedures to be Applied in Official Correspondence" and distributed to the units.
C. Duties and Responsibilities
1. Conducting, filing and protecting correspondence in accordance with the rules of correspondence,
2. Establishing correspondence standards by closely following legal legislation and technology while conducting business and transactions,
3. To carry out and execute the registration, transfer, sending, receiving, etc. of documents in a timely, complete and accurate manner,
4. Planning, directing, coordinating and supervising workflows in accordance with efficiency principles,
5. Following up daily and periodic documents meticulously and preventing disruptions in this regard,
6. Taking necessary measures to ensure that confidential information and documents do not fall into the hands of unrelated persons and that the confidentiality of information is not violated,
7. Informing the senior authority before processing the letters that do not comply with the format determined by the "Regulation on the Principles and Procedures to be Applied in Official Correspondence" and taking action in accordance with the instructions to be received,
8. Creating file plans both physically and electronically according to the Prime Ministry's Standard File Plan Circular No. 2005/7, and archiving documents according to the coding system,
9. Follow-up of registered electronic mail (REM) transactions sent and received on behalf of the University,
10. Follow-up of electronic notification (e-notification) transactions received and sent on behalf of the University,
11. Writing the decisions, correspondence and announcements of the Promotion and Appointment Board established within the Rectorate at the University,
12. Writing and preserving the decisions of the University Executive Board in accordance with the law,
13. Preparation of the annual Ordinary General Audit Reports of the University in accordance with the format requested by the Presidency of the Council of Higher Education in line with the information received from the units and adding the Audit File to the YÖKSİS database are among the duties and responsibilities,
14. To ensure that the tools and equipment required for the work carried out in the area of responsibility are used properly and correctly within the framework of occupational health and safety,
15. To report to his/her manager on the activities in his/her area of responsibility,
16. To engage in continuous development in managerial, professional and personal matters,
17. To do other works not mentioned above but serving the purpose of the task,
18. Within the scope of the Law No. 6698 on the Protection of Personal Data, to prepare the PDP inventory related to the unit in the processing of personal data with the PDP Officer, to regulate the obligations and rules to be applied, to take the necessary measures and measures.