Superintendent Examinations

Job Description:

Position Title: Superintendent – Examinations

Department: Examination Office

Reporting To: Deputy Controller of Examinations / Assistant Controller of Examination

Purpose of the Position:

The Superintendent – Examinations is responsible for assisting in the smooth planning, coordination, conduct, monitoring, and administration of all examination-related activities of the University/Institution while ensuring confidentiality, accuracy, transparency, and compliance with institutional regulations and statutory guidelines.

Key Responsibilities

Examination Planning & Coordination

• Coordinate the scheduling and conduct of University examinations including Mid-Term, End-Term, Practical, Re-Appear, Supplementary, and Special Examinations.
• Assist in preparation and circulation of examination schedules, seating plans, attendance sheets, and examination notifications.
• Coordinate with Schools/Departments for examination-related requirements and communications.

Examination Administration

• Supervise pre-examination, during-examination, and post-examination processes.
• Ensure timely printing, handling, packaging, dispatch, and safe custody of confidential examination materials.
• Maintain secrecy and confidentiality of question papers, answer books, and examination records.
• Monitor examination centres and ensure compliance with examination procedures and protocols.

Evaluation & Result Processing

• Coordinate answer sheet collection, coding/decoding, evaluation, and mark compilation processes.
• Assist in preparation, verification, moderation, and declaration of results.
• Ensure accurate maintenance of examination records, tabulation registers, grade sheets, and result data.

Student Services

• Handle examination-related student queries and applications including:
• Re-evaluation/Rechecking
• Re-Appear Examinations
• Duplicate documents
• Transcript and verification requests
• Examination grievances
• Coordinate issuance of admit cards, mark sheets, certificates, and other examination documents.

Compliance & Documentation

• Ensure adherence to University regulations, examination ordinances, and statutory requirements.
• Maintain examination files, records, reports, minutes, and confidential documents systematically.
• Assist in preparation of examination statistics, reports, and audit-related documentation.
• Coordinate examination-related documentation and data support for NAAC, NBA, NIRF, NAD/ABC, UGC, AICTE, and other accreditation/statutory requirements.
• Coordinate with Academic and Research Departments for Ph.D. entrance examinations, coursework examinations, synopsis submissions, thesis evaluations, viva-voce examinations, and award notifications.
• Maintain confidential records related to Ph.D. scholars, examiners, thesis submissions, and research examination processes.
• Assist in implementation and monitoring of NAD/Academic Bank of Credits (ABC) related examination data integration and verification processes.

Coordination & Supervision

• Coordinate with invigilators, observers, examiners, evaluators, and support staff for smooth examination conduct.
• Supervise examination assistants and support staff assigned to examination duties.
• Assist senior officers in the implementation of examination reforms and process improvements.

Technology & ERP Management

• Work on ERP/examination software for student data, attendance, marks entry, result processing, and report generation.
• Ensure accuracy and confidentiality of digital examination records.

Required Qualifications

• Bachelor's/ Master's Degree having atleast 55% marks from a recognized University in any discipline
• Minimum 5 years of administrative experience in examination or academic administration in Higher Educational Institutions.

Required Skills & Competencies

• Strong organizational and administrative skills.
• Knowledge of examination procedures and academic regulations.
• Ability to maintain confidentiality and handle sensitive information.
• Good communication and coordination skills.
• Proficiency in MS Office and ERP/Examination Management Systems.

Skills Required
Ms Office