Associate - Academic and Student Affairs

Job Purpose

Execute the operational backend of course delivery : configure systems (Atrium / LMS), run calendars, logistics and IT / AV, drive evaluation triggers, ensure data accuracy, and complete finance / administration workflows.

Job Outline

Systems & content readiness :

Upload Faculty Profiles and Course Outline on Atrium

Create LMS courses; grant access to Faculty / AAs / students

Manage post‑bidding updates; accuracy checks on links / assets; maintain Zoho status.

Course Pack creation for assigned course in the correct sequence and the right documents

Scheduling & communication :

Build personalised schedules

Send weekly schedule to support teams

Send dry‑run invites for Visiting Faculty; coordinate Pre‑Term meetings (joint with AM)

Dispatch operational communications (instructor handbook, schedule / pack announcements).

Block calendars for students and faculty

Logistics & IT / AV :

Manage end‑to‑end faculty and guest logistics; coordinate IT / AV

Manage course video recordings.

Evaluations ops : Trigger LMS mid‑term and end‑term evaluations per AM’s windows; basic collation as needed.

Finance & compliance :

Collect Visiting Faculty documents

Upload Faculty Teaching Hours on Salesforce; submit payment documents

Liaise with Finance for payment release.

Budget tracking & reporting : Track budget elements; maintain spend logs; flag variances; maintain class schedule data; generate weekly / term reports; support faculty ratings consolidation.

Joint activities :

Important Activities email & Pre‑Term with AAs (AM leads content; Sr. Associate / Associate manages invites / minutes); final AA hand‑off (joint).

Job Specification

Knowledge / Education

Bachelor’s degree

Specific Skills

Strong operations execution; LMS / Atrium / Salesforce / Zoho proficiency; logistics & IT / AV coordination; high attention to detail; clear written communication; basic Excel / reporting.

Desirable Experience

2–4 years

Job Interface / Relationships :

Internal

ASA team (AM & SA), IT / AV, Finance, LRC, Commercial, FAO, IAA

External

Faculty, Guest Speakers, Content / LRC vendors, External logistics partners

Key Responsibilities and % Time Spent

Systems & content readiness (Atrium uploads, LMS setup / access, link checks, post‑bid) - 30%

Scheduling ops & comms (personalised schedules, weekly schedule to teams, invites) - 15%

Evaluations ops (LMS triggers for mid / end‑term, basic collation) - 10%

Logistics & IT / AV coordination (faculty / guest logistics, dry‑runs, recordings) - 20%

Finance & compliance (VF docs, teaching hours in Salesforce, payments processing) - 10%

Budget tracking (logs, variance flags) - 5%

Data & reporting (class schedule data, dashboards, ratings consolidation) - 7%

Joint planning & final AA hand‑off - 3%

Total - 100%

KPI - Systems & content readiness

Measure - Atrium uploads + LMS setup / live ≥ T-5 working days before start

Target - 100% live by T-5; 0 Day-1 access blockers

Data Source - Atrium activity log; LMS publish log

KPI - Link / asset accuracy

Measure - Broken links or missing assets at go-live

Target - ≥99.5% accuracy

Data Source - Link checker report; QC checklist

KPI - Evaluation execution

Measure - LMS triggers sent for Mid / End-term as scheduled

Target - 100% on-schedule triggers

Data Source - LMS eval logs

KPI - Logistics reliability

Measure - Class disruptions attributable to logistics / IT-AV

Target - 0 disruptions

Data Source - Incident log; IT / AV tickets

KPI - Finance TAT

Measure - Faculty payments processed within agreed TAT after complete docs

Target - 100% within TAT

Data Source - Finance tracker; Salesforce hours

KPI - Reporting cadence

Measure - Weekly schedules / dashboards sent on time

Target - 100% on-time

Data Source - Weekly distro; Zoho status

KPI - Budget tracking

Measure - Variances vs plan detected and escalated

Target - Flag >

threshold within 1 BD

Data Source - Budget tracker; variance log

KPI - Data integrity

Measure - Teaching hours, profiles, Atrium updates recorded promptly

Target - 100% within 1 BD of event

Data Source - Salesforce entries; Atrium logs

KPI - Access SLA

Measure - Student / Faculty access issues turnaround

Target - ≤8 business hours to resolve

Data Source - IT / LMS ticketing system

KPI - Video capture compliance

Measure - Required session recordings completed and stored

Target - 100% where applicable

Data Source - Recording roster; storage log

Any Other Significant Input

Weekend and late evening work involved depending on the requirements of courses / Guest sessions / Academic area wise info sessions.