Faculty Secretary - Associate

Job Purpose

To provide general administrative support to the F&R Department / Faculty / Centre

Job Outline

The jobholder as Associate- Faculty Development reports to the Senior Manager- Faculty Development and performs a set of responsibilities that ensures the requisite administrative and office support is provided to the FD Department / Faculty/ Centre.

While executing the job, the job holder needs to be the primary interface between the faculty and the support departments. S/he needs to meet the faculty on a continuous basis to understand his/her administrative requirements and liaise with the support functions for supporting his/her activities.

The incumbent needs to provide operational and logistics support for the faculty - schedule meetings on the need basis. S/he needs to plan and make necessary travel arrangements.

The job holder needs to support event management - Liaison with any partner organization / body for conferences/events to run it smoothly and effectively.

The job holder needs to maintain the budget for the faculty.

The jobholder needs to coordinate with the Finance department to submit the bills and constantly follow up with the Finance team to ensure the whole activity is completed and the reimbursements are made accordingly.

The incumbent needs to also respond to the various queries flowing in from different sources, in addition to support some departmental administrative activities.

Job Specification:

Knowledge / Education

Post Graduate/ Graduate

Specific Skills

Interpersonal skill, Coordination skills, Managing time, Listening skills, Communication skills, Attention to details

Desirable Experience

2-5 years

Job Interface:

• Internal Stakeholders- Faculty, Departments: Finance, Operations, Commercials, IT & HR,Travel Desk
• External - External Vendors

Key Responsibilities:

Office Administration. Undertake tasks like dealing with telephone and email enquiries, PR raising, stationery maintenance for department, creating and maintaining filing system, backend support, scheduling meetings, making cab, travel and accommodation arrangements for the faculty.

30%

Maintain budgets of the faculty and to keep a tab on the expense records. 25%

Assist the Faculty & Research department in coordinating events & conferences – Job Talks, Seminars. Assist visiting scholars & guest speakers. 20%

Data management – digital measures, faculty information update, data entry related work. 15%

Department administrative activities 10%

Total Time Spent on All Responsibilities 100%