Key Responsibilities
A. Records Management & Documentation
- Maintain accurate academic records including enrolments, attendance, assessments, transcripts, fee records, and certifications
- Supervise faculty and HR documentation, including service books, statutory registers, and credential records
- Develop and manage both digital and physical filing systems to ensure data integrity, secure retrieval, and archival
- Implement record retention policies aligned with UGC and statutory mandates
- Ensure timely updates to ERP / UMS systems and prepare documentation for audits and inspections
B. Regulatory & Statutory Compliance
Support institutional compliance with regulatory bodies including UGC, NAAC, AICTE, PCI, BCI, RCI, NMC, NCVET, and State AuthoritiesPrepare and file statutory reports and data submissions within regulatory deadlinesCoordinate inspections, manage compliance checklists, and ensure corrective actions are tracked and documentedMaintain regulatory calendars and assist in drafting institutional policies and ordinances for complianceC. Audit & Quality Assurance
Maintain audit-ready documentation for academic, statutory, and financial auditsSupport IQAC with data collection, validation, and reporting for NAAC and other quality frameworksConduct internal quality checks, mock assessments, and ensure readiness for statutory inspectionsDocument proceedings of statutory body meetings including Academic Council, Board of Studies, and Governing BodyD. Reporting & MIS
Prepare MIS reports on compliance status and outstanding statutory requirementsCompile data from departments for regulatory submissions and accreditation reportsDraft compliance communications, regulatory correspondence, and reporting documentation for leadership and external stakeholdersE. Coordination & Liaison
Act as the primary contact between Registrar's Office and academic / administrative departments for records and complianceLiaise with councils, accreditation agencies, and government departments for inspections and approval processesEnsure timely and accurate communication with external statutory bodies and respond to notices or directivesF. Team Leadership & Capacity Building
Supervise and guide junior staff involved in compliance and record maintenanceTrain team members on documentation standards, data entry accuracy, and compliance awarenessDrive digital adoption in compliance and records management via ERP / UMS platformsSkills Required
Records Management, regulatory liaison, Mis Reporting