Senior Associate - Faculty Logistics

Job Purpose

To assist resident faculty and visiting faculty in their daily administrative requirements leading to smooth functioning and enabling a good experience during PGP teaching

Job Outline

The job holder is responsible for handling the administrative activities within the department for PGP ensuring good experience for the visiting faculty and resident faculty to carry out their activities with ease.

The jobholder is also responsible for arranging travel for the visiting faculty and resident faculty and making stay arrangements at both Hyderabad and Mohali campuses.

As a part of responsibilities towards Visiting Faculty, the job holder is required to ensure that final Honorarium payment Invoice is made on time.

The job holder is also responsible for assisting in the preparation of course material and arranging the Class Seating Layout Chart for the Students. The person is also responsible for processing of all course material related invoices and POs.

S / he is responsible for maintaining stationery and issuing Mementos for the Guest speaker.

Job Specification

Knowledge / Education

Bachelor’s Degree / Postgraduate

Specific Skills

Interpersonal skill,

Secretarial skills, Coordination skills, Communication skills

Meticulous planning and Organizing, Time Management

Multitasking and Attention to details

Negotiation Skills, Listening skills

Desirable Experience

2 - 5 years

Job Interface / Relationships :

Internal

• Resident Faculty
• Departments : ASA, External Relations, Operations, IT / AV, Network, Mail room, Finance, Commercials, dining outlets, Central Printer,

External

Vendors

Key Responsibilities and % Time Spent

To assist Visiting and Resident faculty in all other administrative related work from classroom set up, office set up, Visa for VF and other logistics - 30%

To assist and support Resident faculty, Visiting Faculty, guest speakers with travel accommodation, F&B requirements - 30%

To ensure final honorarium payment Invoice for the visiting faculty is completed within specified time and ticket settlements on BAZ - 15%

To raise Pos, process invoices for all course related expenditures for both campuses - 15%

To support in departmental activities : stationery procurement, BAZ, graduation & placement

10%

Total Time Spent on All Responsibilities - 100%

KRA - Administrative support to all Visiting Faculty and Resident Faculty from Hyd and course material compilation

KPI -

Measure - Number of Faculty and compilation of the error free course packs to facilitate student learning

Weightage - 30%

KRA - Travel, accommodation and F&B arrangements for Visiting and Resident, guest speaker s

KPI-

Measure - Timely bookings

Timely follow ups

Weightage - 30%

KRA - Final invoice and tickets settlements

KPI -

Measure - Timely submission of payment documents and follow up with Faculty in case of any delays in receiving the required documents

Weightage - 15%

KRA - Course related , Seating layouts and Exam

KPI -

Measure - Layouts, once in Core and twice in Elective

Weightage - 15%

KRA - Departmental Stationery mementos and other activities

KPI -

Measure - As and when required

Weightage - 10%

Any Other Significant Input

Good communication and interpersonal skills