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Administrative Secretary
2 days ago
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
Specific Skills
Desirable Experience
Post Graduate/ Graduate
Interpersonal skill, Coordination skills, Managing time, Listening skills, Communication skills, Attention to details
2 to 5 years
Job Interface/Relationships:
Internal
External
- Faculty
- Departments: Finance, Operations, Commercials, IT & HR
- Travel Desk
- External Vendors
Key Responsibilities and % Time Spent
1
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%
2
Maintain budgets of the faculty and to keep a tab on the expense records.
25%
3
Assist the Faculty & Research department in coordinating events & conferences – Job Talks, Seminars. Assist visiting scholars & guest speakers.
20%
4
Data management – digital measures, faculty information update, data entry related work.
15%
5
Department administrative activities
10%
Total Time Spent on All Responsibilities
100%
Key Result Area, Key Performance Indicator,Measure and Weightage
1
Office Administration
Supporting the faculty and the department with administrative tasks – Travel support, cab booking, scheduling of meetings.
Ensure timely support
30%
2
Faculty Budget Management / Submission of claims
Maintain budget vs actual statement for the department and reconcile with the finance records every quarter.
Submission of faculty and researchers bills and any other administrative support needed to aid their research activity.
Compliance with budgets. Accuracy in fund codes and submitting on time within the deadline
25%
3
Event Management
Compiling of the pre and post communication and financial processing of bills, invoices, etc., that arise in the organization of conference/ Job Talks / Seminars
Ensure attending to the tasks on priority basis
20%
4
Data Management
Digital Measures support, Faculty information update, Data entry related work
Accuracy and timely support
15%
5
Additional Responsibilities
Department administrative activities
10%
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