Secretariat

National Chung Cheng University

Duties

Councils

  1. The University council
  2. The administrative council
  3. The conference of administrative directors
  4. The conference of academic directors
  5. The committee for University Administration Fund
  6. The committee for monitoring the budget
  7. The committee for proposal reviewing project proposal
  8. Any urgent or unscheduled meeting
  9. The drafting of the by-laws of the above councils

 

Processing Official Documents

  1. Handles the president’s confidential documents and telecommunications
  2. Reviews and responds to important documents from various units of the University
  3. General processing of documents from various units of the University

 

Public Relations

  1. Preparing announcements for news conferences
  2. Contacting and coordinating the media
  3. Reception of foreign guests and visitors

General Affairs

  1. Planning and implementing important University resolutions
  2. Tasks assigned by the president
  3. Processing important plans and resolutions submitted by various units of the University
  4. Recording important events of the University
  5. Collecting and compiling materials related to the history of the University
  6. Handling common documents
  7. Filing and classifying common documents
  8. Handling the routine works

 

Use of the Seals of the University

  1. Use of the seals of certificates
  2. Use of the seals of contracts
  3. Use of the seals of application forms
  4. Use of the seals of tender documents

 

Miscellaneous

  1. Promoting and coordinating office automations
  2. Coordinating various units in dealing with administrative business
Staff of
the Secretariat

Secretary General

  • Prof. Yang
  • Email: hisyhy@ccu.edu.tw
  • Extension: 10200
  • Duties:
    • Administering the secretariat works
    • Planning and implementing the important policies
    • Promoting and coordinating automatic administrative system
    • Convening meetings

 

Senior Secretary

  • Ms. Xu
  • Email: admwlh@ccu.edu.tw
  • Extension: 10201
  • Duties:
    • Examining official documents of all departments
    • Managing performance evaluation of directors
    • Promoting Greening University affairs
    • Administrative performance evaluation
    • Promoting and evaluating the automatic administration system
    • Sealing checks and items in custody
    • Managing the use of the official seal for purchasing, maintaining, and academic-industry cooperative project contract documents, every type of certificate, and others who apply for the use of the official seal
    • Recording momentous events of the university
    • Temporary assignments from directors

 

Project Staff

  • Mr. Yang
  • Email: admyan@ccu.edu.tw
  • Extension: 10204
  • Duties:
    • Promoting ODF and providing consulting services
    • Organizing the affairs of promoting intellectual property protection
    • Maintaining the webpage of public information
    • The point of contact for personal information protection
    • Organizing Greening University affairs
    • Sending and receiving the e-mail and electronic documents of the Secretariat Office
    • Building, maintaining, and updating the home page of the Secretariat Office
    • Dealing with the purchase requisition and expense reimbursement of the Secretariat Office
    • Guiding the student-workers in the Secretariat Office, managing their wages, and claiming reimbursement
    • Temporary assignments from directors
Staff of the Administrative
Affairs Division

Division Director

  • Ms. Wang
  • Email: admwjw@ccu.edu.tw
  • Extension: 10202
  • Duties:
    • Coordinating business within the division
    • Controlling the fund of the division
    • Affixing official seals to purchase requisitions and verifications of more than ten thousand Taiwan dollars
    • Petition cases related to civil service ethics
    • The detailed chart of responsibilities delegated to the whole university at different levels
    • Temporary assignments from directors

 

Executive Officer

  • Ms. Wang
  • Email: admwsj@ccu.edu.tw
  • Extension: 10208
  • Duties:
    • Undertaking the affairs of administrative staff of the Committee on Gender Equity Education
    • Handling sexual assault, sexual harassment, and sexual bullying cases
    • Undertaking the affairs of administrative staff of schoolwide internal controls
    • Personal information protection affairs of the division
    • Property management of the division
    • Temporary assignments from directors

 

Officer

  • Mr. Chen
  • Email: admjuichun@ccu.edu.tw
  • Extension: 10203
  • Duties:
    • Undertaking the affairs of administrative staff of University Affairs Meetings, Administrative Affairs Meetings, Meetings of Examination Committee of Law, and University Endowment Fund Management Committee Meetings
    • The affairs of administrative staff of other extraordinary meetings and coordinative meetings
    • Maintaining the affairs of administrative staff in the division as a concurrent assistant
    • Processing the documents received related to the university endowment fund
    • Processing incoming documents of the Secretariat Office
    • The administrative affairs related to the updating and confirmation of laws and regulations of all units in the university
    • The first substitute of affixing official seals to purchase requisitions and verifications of more than ten thousand Taiwan dollars
    • Temporary assignments from directors

 

Project Staff

  • Ms. Hu
  • Email: admhth@ccu.edu.tw
  • Extension: 10207
  • Duties:
    • Organizing annual financial planning report of university endowment fund, quarterly performance report, and annual performance report
    • Undertaking the affairs of administrative staff of University Endowment Fund Investment Management Group
    • Undertaking the affairs of administrative staff of University Endowment Fund Investment Working Group
    • Reviewing and making suggestions on the legal process of new (revised) legislative proposals in the University Affairs Meetings, Administrative Affairs Meetings, and University Endowment Fund Management Committee Meetings
    • The second substitute of affixing official seals to purchase requisitions and verifications of more than ten thousand Taiwan dollars
    • Supervising the student-workers in the division
    • Processing the documents received related to state compensation
    • Temporary assignments from directors
Staff of Documents and
Files Division

Division Director

  • Ms. Huang
  • Email: admmsh@ccu.edu.tw
  • Extension: 10220
  • Substitute: Ms. Shen
  • Duties:
    • Formulating rules and regulations related to document processing and archives management
    • Planning the process of informatization and paperless operation of document processing and file management
    • Supervising the affairs of sending and receiving all kinds of documents and mails as well as archives management
    • Proofreading, official sealing, and encapsulating the official documents to be sent
    • Communication and coordination of the assignment of letters of transmittal
    • Writing all work reports
    • Compiling statistics of energy conservation, paper saving, and official document sending and receiving
    • Supervising affairs related to personal information protection and internal control in the division
    • Assisting in the evaluation of document processing and filing time
    • Temporary assignments from directors

 

Executive Officer

  • Ms. Shen
  • Email: admlih@ccu.edu.tw
  • Extension: 10225
  • Substitute: Ms. Huang
  • Duties:
    • Processing the incoming documents for the entire university
    • Scanning and registering document numbers of official documents in paper type
    • Assigning electronic and paper official documents
    • Affairs related to personal information protection and verification as well as internal control
    • Group property management
    • Webpage management
    • Assisting in project planning of electronic official document system for document integration
    • Assisting in the registration and distribution of incoming documents without document numbers
    • Handling foreign mails and unidentified mails
    • Temporary assignments from directors

 

Project Staff

  • Ms. Tian
  • Email: admtlm@ccu.edu.tw
  • Extension: 10221
  • Substitute: Ms. Li
  • Duties:
    • Functional planning of electronic official document system
    • Maintaining electronic official document exchange platform
    • Sending and reviewing outgoing documents of electronic official document exchange system
    • Putting the electronic documents of the university into the system and checking the reading record of the recipients
    • Archives inventory
    • Confidential file management and declassification
    • Confirming the extension period of incoming documents
    • Checking backlog when assistants leave
    • Dispatching electronic documents of College Admissions Committee
    • Assisting in proofreading and printing voluminous documents
    • Assisting in official documents inspection
    • Temporary assignments from directors

 

Project Staff

  • Ms. Li
  • Email: sharon@ccu.edu.tw
  • Extension: 10221
  • Substitute: Ms. Tian
  • Duties:
    • Compiling archives classification number and records retention schedules
    • Handling registration, cataloging, deposit, and other matters
    • Disposition, destruction, and transfer of archives
    • Custody, inspection, and destruction of accounting documents
    • Regularly sending current archive catalog
    • Managing and investigating government agency records
    • Checking backlog when staffs leave
    • Official documents creation and document number acquisition
    • Accepting official documents inspection
    • Archival custody (including statistics of the number of official documents, maintenance of official documents, and archival repository safety management)
    • Information announcement of archives exhibitions
    • Management and backup of electronic archives
    • Archives management function development of electronic official document system
    • Correcting and dealing with the errors in historical archives
    • Foreign guests’ visiting activities of archives
    • Handling the acquisition and appraisal of archives
    • Temporary assignments from directors

 

Technical Worker

  • Ms. Huang
  • Email: admhsc@ccu.edu.tw
  • Extension: 10226
  • Substitute: Ms. Li
  • Duties:
    • Printing the documents dispatched inside and outside the university
    • Proofreading the documents dispatched inside and outside the university
    • Receipt, filing, and classification of official documents
    • Telephone expediting for the time limit of filing official documents
    • Assisting in documents dispatching and number acquisition
    • Writing off the wages of the student-workers in the division
    • Temporary assignments from directors

 

Technical Worker

  • Mr. Wu
  • Email: admwu@ccu.edu.tw
  • Extension: 10227
  • Substitute: Ms. Liu
  • Duties:
    • Transcribing and delivering the incoming documents without document numbers
    • Registering and distributing paper official documents of the university
    • Handling the postage for sending outgoing official documents (including registration statistics) and documents
    • Delivering the official documents in the file cabinet in the division
    • Stamping the paging seal on contracts and other documents
    • Classification and management of student emails (every semester)
    • Assisting in encapsulating voluminous official documents
    • Temporary assignments from directors

 

Maintenance Worker

  • Ms. Liu
  • Email: admsll@ccu.edu.tw
  • Extension: 10229
  • Substitute: Mr. Wu
  • Duties:
    • Sending and receiving mails (including registered mails and ordinary mails)
    • Sending and receiving all kinds of packages
    • Guiding student-workers to distribute mails (including registered mails and ordinary mails)
    • Managing and maintaining mail system as well as updating information
    • Cleaning up the environment of the division
    • Assisting in sending outgoing official documents, registering documents information, and handling postage
    • Assisting in encapsulating voluminous official documents
    • Temporary assignments from directors
Staff of
Media Relations Division

Director

  • Mr. He
  • Email: cshe@ccu.edu.tw
  • Extension: 10250
  • Duties:
    • Coordinating business within the Media Relations Division

 

Project Staff

  • Ms. Zheng
  • Email: admjyw@ccu.edu.tw
  • Extension: 10251
  • Duties:
    • Coordinating news and public relations business
    • Serving as the university’s external press contact
    • The point of contact for the press units of Ministry of Education and central reporters of culture and education
    • Handling special news events (SOP for emergency speech)
    • Contacting the local journalists across the country and assisting in arranging interviews and shooting
    • Judging news clues, choosing report orientation, and reviewing and revising press releases
    • Publicizing the news contents of important events, awards, and research achievements of teachers and students, passing them to the news media after screening to promote the positive exposure of our university, and planning press conferences of relevant news events
    • Arranging TV interviews, radio interview programs, and magazine reports
    • Building media relations as well as filing and updating journalists list, pass list, and gift list.
    • The overall planning, text editing, proofreading, publishing, and distribution of the publicity materials of the university journal
    • Bidding and subsequent production of image advertising of the university
    • Releasing news related to university selection and admission as well as arranging Taipei press conference
    • “The point of contact for personal information protection” of College Admissions Committee
    • Media contact and news release of General Scholastic Ability Test and Advanced Subjects Test
    • Reviewing and controlling the news and pictures posted on the homepage of National Chung Cheng University
    • Updating and maintaining the content of the “news delivery system” section on the website of National Chung Cheng University
    • Overall content planning and platform maintenance of “News Media Section” on the website of National Chung Cheng University (including focus news, special collections, university journal, news clippings, historical news, campus honor, etc.)
    • Overseeing and reviewing the schoolwide important information announcement on the homepage and managing the news ticker
    • Collecting and filing the press releases and related pictures of the university
    • Providing news information to “CYC E-News” and “Campus column of Ministry of Education”
    • Writing “event summary” and “annual feature” in annual reports
    • Forwarding important news and campus news to alumni FB fan page to promote alumni cohesion
    • Filing, integrating, and submitting the paper news clippings of the university and the important news of the Department of Higher Education
    • Temporary assignments from directors

 

Project Staff

  • Ms. Lin
  • Email: admwrl@ccu.edu.tw
  • Extension: 10252
  • Duties:
    • Serving as the university’s internal press contact
    • Clipping and filing the educational news about the university every day
    • Producing the university journal, including page editing, typesetting design, art pattern drawing, annual column planning, contacting interviewee, etc.
    • Regularly searching for important news clues in the university and arranging interviews, such as university policies, intercollegiate activities, and awards and research results of teachers and students
    • Interviewing teachers, students, and event organizers in the university, writing press releases, and taking news photos
    • Writing the news materials audited by the news delivery system into press releases, such as intercollegiate activities publicity (e.g., graduation ceremony and university anniversary), activities publicity of various units, and awards and key researches of teachers and students
    • Handling news photos taking of the university, as well as designing and modifying the news photos in the “news focus” section on the university website
    • Handling news photos taking related to important news events of the university
    • The art design of the printed literature of the division
    • Organizing the annual reports and the conference bulletins of Administrative Affairs Meetings and University Affairs Meetings of each group in the division
    • Serving as the contact for the division to import personal information protection and management policies, as well as undertaking consolidation related to personal information protection
    • Collecting, producing, and sending VIP passes to the National Chung Cheng University Alumni Association, alumni associations of various departments, academic foundation, local government, medias, and donors
    • Burning, filing, and keeping the “official introduction DVD” of the university, and distributing it to all units
    • Forwarding important news and campus news to alumni FB fan page to promote alumni cohesion
    • Temporary assignments from directors

 

Project Staff

  • Ms. Xu
  • Email: admphh@ccu.edu.tw
  • Extension: 10255
  • Duties:
    • Handling alumni service (accommodation application service and approval, alumni card issuance and reissue services, diploma and transcript reissuing, and other alumni services)
    • Sending e-mails of employment information to alumni periodically according to the alumni database to strengthen alumni employment service
    • Sending enterprise recruitment information to alumni from time to time
    • Division property management and fees application, such as the wages of student-workers and alumni services fee
    • Assisting in the development of the donation website of the Media Relations Division and updating the web page information
    • Assisting in the development and management of the online donation system of the Media Relations Division
    • Handling the affairs of the National Chung Cheng University Alumni Association: holding the meetings of the board of directors and supervisors three times a year, holding annual general meetings, handling alumni friendship activities three times a year, filing and managing the affairs materials, and editing the electronic newspaper or journal of the Alumni Association
    • Co-organizing alumni activities (mobilizing alumni to take part in the parade during the university anniversary, and making related clothing and souvenirs)
    • Collecting the contact information of the alumni association of each department, keeping in touch with the presidents of the associations and sending them annual passes, handling the annual alumni gathering of 35 department associations together with the university anniversary celebration, contacting alumni, and receiving the alumni associations to visit the university
    • Assisting alumni in setting up overseas, local, or department alumni branches, and regularly inviting representatives of the university and the National Chung Cheng University Alumni Association to participate in the friendship activities organized by each alumni branch
    • Assisting in contacting the National Chung Cheng University Alumni Association for recommendation of alumni representatives to the curriculum committee and other units
    • Assisting in inviting the speech representatives of graduation ceremony and receiving distinguished guests
    • Assisting in selecting outstanding alumni every 3-5 years with the university anniversary celebration, as well as editing and publishing the special issue of outstanding alumni
    • Visiting alumni and presidents of local and departmental alumni associations regularly to connect with them and invite them to participate in activities held by their alma mater
    • Assisting in promoting alumni fundraising
    • Temporary assignments from directors

 

Project Staff

  • Mr. Xu
  • Email: evonne@ccu.edu.tw
  • Extension: 10256
  • Duties:
    • Organizing the general meeting of the National Chung Cheng University Alumni Association in January and the handover ceremony of new and old presidents
    • The person responsible for inviting donations from the National Chung Cheng University Alumni Association (encouraging internal and external recommendation of donation list, finding new contributors, and visiting in person to encourage continued donations)
    • Serving as the contact person of individual courtesy service for the alumni of National Chung Cheng University, as well as the executive secretary of the National Chung Cheng University Alumni Association handling the affairs of the Association
    • Coordinating the amendment of the articles of the National Chung Cheng University Alumni Association, the election and appointment of directors and supervisors, the handover of the president, and other important issues
    • Planning and administratively supporting the annual activities planning of the National Chung Cheng University Alumni Association, the meetings of the board of directors and supervisors (every two months), and other important affairs
    • Planning and administratively supporting the annual activities of the National Chung Cheng University Alumni Association (painting competition, golf club, annual tour, hiking, and temporary friendship activities)
    • Contacting and inviting the directors and supervisors of the National Chung Cheng University Alumni Association to participate in the life events and public relations activities of the alumni
    • Fund operation, account management, and membership fee collection of the National Chung Cheng University Alumni Association
    • Encouraging the alumni of National Chung Cheng University to participate in the fundraising and other activities according to the needs of the university
    • Assisting in updating the webpage of the National Chung Cheng University Alumni Association and maintaining the database
    • Assisting the National Chung Cheng University Alumni Association in processing official documents
    • Calling and sending letters to alumni to encourage continued donations, managing the alumni gold cards and general cards within the validity period, and handling related courtesy
    • Administrative work related to the National Chung Cheng University Alumni Association (sending of donation receipts and thank-you letters to alumni, application for discount on accommodation in Tsu-Yuan Building or campus venue, etc.)
    • Temporary assignments from directors

 

Project Staff

  • Ms. Wu
  • Email: admyjw@ccu.edu.tw
  • Extension: 10257
  • Duties:
    • Undertaking fundraising related business (university project fundraising, small fundraising, etc.)
    • Serving as the contact person of the accounting for the university’s fundraising income and expenses as well as related business
    • Handling fundraising related affairs (gold and silver medals, VIP passes, thank-you letters, etc.) according to the Guidelines for Donor Incentives
    • Integrating the donation revenue of the university and making monthly donation reports
    • Monthly announcement of credit investigation on the website
    • Assisting in the management of online donation system of Media Relations Division
    • Developing alumni souvenirs
    • Assisting in contacting alumni and visiting the president of each department’s alumni association and the director of Academic Foundation regularly
    • Assisting the Media Relations Division in processing administrative documents
    • Assisting all units of the university in compiling relevant information
    • Collecting the information of each group in the Media Relations Division and providing it to National Chung Cheng University to make annual reports
    • Collecting the revisions of laws and regulations from the division and submitting them to the relevant meetings for review
    • Collecting monthly and annual reports of revenue and expenditure of the division and submitting them to the Expenditure Examination Committee meetings for examination
    • Assisting in the invitation of distinguished guests for all levels of intercollegiate activities (making invitation cards for graduation ceremony, honorary doctors, and university anniversary celebration, sending VIP invitation for the above activities, and requesting for payment of the expenses for reception and related fees on the day)
    • Settling the expenses of the division and related projects and requesting for payment
    • Assisting in the implementation of the Program of Promoting Excellence in Education as well as alumni career development questionnaire survey and analysis (assisting in providing questionnaire data of doctoral graduates to relevant units such as enrollment team and 2. the university affairs database of the Secretariat Office)
    • Forwarding relevant incoming documents and announcement information of the division
    • Posting relevant information on the social network site (Facebook) and answering questions on the site
    • Handling affairs (cashier) of the Academic Foundation of National Chung Cheng University and cooperating in foundation related activities
    • Temporary assignments from directors
Contact Us

Welcome you to The Secretariat of National Chung Cheng University. If you have any new ideas or would like to give us your advises or suggestions, just contact us. Thank you very much.

E-mail: secretar@ccu.edu.tw

Tel : +886-5-2720402

Fax : +886-5-2720401

Address: 168 University Road, Minhsiung Township, Chiayi County 62102, Taiwan, ROC