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.