Associate - Academic and Student Affairs

Job Description :

The Programme in Higher Education Administration offers a unique opportunity to gain hands-on experience at a world-class institution. As an Associate, you will play an essential role in supporting academic and administrative activities, contributing to the smooth delivery of programmes and student services.

This position is designed to help you build valuable professional skills and develop a strong foundation in education management. Through this programme, you will benefit from specialized workshops, mentorship, and real-world exposure to the operations of a premier academic institution. This is a promising opportunity for individuals looking to advance their careers in higher education administration and related fields.

Job Outline

The Associate will assist in the seamless planning and execution of academic and student affairs functions, with a focus on three main areas : examinations, course management, and bidding support.

Responsibilities include preparing and organizing exam materials, coordinating with invigilators, managing post-exam activities such as totalling checks, OMR sorting, and archiving; supporting course delivery by preparing course-related materials, managing schedules, coordinating hybrid and guest sessions; and assisting with the bidding process through system readiness, vendor coordination, and data collation.

Additionally, the Associate will maintain key academic records and documentation to support institutional needs such as rankings, surveys, and accreditation processes, ensuring the smooth and efficient functioning of academic operations.

Job Specification

Knowledge / Education

Any graduate

Specific Skills

Technical Proficiency in MS Office (Excel, Word, and PowerPoint), Data Management, and Organizational Skills.

Desirable Experience

Freshers or candidates with prior experience in administration or academic coordination are preferred.

Job Interface / Relationships :

Internal

LRC, Academic Associates, GRAF, and Operations Team.

External

Facility Management Team (Sarovar), Printing Team, IT and other ISB empaneled vendors as required.

Key Responsibilities and % Time Spent

Examination Support : Manage pre-exam setup (seating layouts, attendance sheets, paper bundling), coordinate invigilation and script collection, conduct totalling checks, OMR sorting, archival, audit data support, and organize paper viewing sessions - 60%

Course Management : Prepare CRFs, course packs, and session materials; manage faculty schedules and academic calendars; coordinate hybrid / guest sessions; handle course logistics, audit credits, and catalogue creation - 20%

Bidding Management & Data Support : Assist in preparing for course auction process events by coordinating system readiness and logistics, liaising with internal departments and external vendors to ensure smooth execution. Additionally, support the collection, validation, and consolidation of academic data required for institutional rankings, accreditation reports, student surveys, and tracking faculty contact - 20%

Total Time Spent on All Responsibilities - 100%

KRA - Exam Administration (PGP Mid & End Terms)

KPI-

Accurate and timely preparation of exam materials (seating layout, question papers, OMRs)

Effective coordination with invigilators and academic staff

Smooth execution of Exam

Sorting of question booklets and handing over the same to the respective course AAs

Totalling checks and boxing of the papers for Paper viewing

Organize the paper viewing sessions

Timely and accurate audit data support

Archiving of the papers

Measure -

• All the activities happen twice in the term
• Timeliness and accuracy in pre & post exam activities.
• 100% Stakeholder feedback.
• Compliance with audit as per the guidelines

Weightage - 60%

KRA - Bidding Process & Academic Data Support

KPI -

Provide excellent support for readiness of course auction process

at each phase and support bidding manager

Coordinate with other departments and external vendor for smooth functioning of bidding process

Collate the PGP data as required for Ranking and Accreditation process

Support in preparation of graduating class data

Collate faculty data for survey and share it with manager

Collate faculty contact hour file term wise

Measure -

Weightage - 20%

KRA - Course Management

KPI -

Preparing CRFs, course packs, and materials for sessions 1 and 2, assigned for the course and term.

Creating personalized schedules for all teaching faculty and updating any changes as needed.

Distributing CSV files for students -calendar blocking for PGP / PGP YL programmes in Hyderabad.

To prepare & send the customized weekly schedule from master schedule to the stakeholders

Dry runs for new faculty and hybrid courses.

Handling Guest sessions, Class recording, tutorials scheduling.

Course Catalogue preparation.

Collating bidding information.

Collation of Audit credit information for staff / alumni and AAs.

Coordinating the logistical requirements for the course

Measure -

Weightage - 20%

Any Other Significant Input

Maintain good interpersonal relations, be detail-oriented, and have the ability to multitask effectively.