Office Assistant

2 weeks ago

Bengaluru, India Yenepoya (Deemed to be University) - Off Campus Full time

Reception Management:

  • Keep the front desk area tidy, organized, and presentable at all times.
  • Welcome and assist visitors, ensuring a positive and professional experience.
  • Manage the inflow of visitors, ensuring they are directed to the appropriate personnel or department.
  • Provide printout services to students efficiently, ensuring minimal paper wastage by optimizing printing processes and Charge students as per the current applicable rates for printing services, maintaining transparency in billing

Communication Handling:

  • Answer and manage incoming phone calls promptly and courteously and connecting external calls when required.
  • Handle and respond to emails and inquiries in a timely and professional manner.

Database and Records Maintenance:

  • Maintain and update the contact database of employees, vendors, and other relevant parties

Office Supplies Monitoring:

  • Regularly monitor office supplies and place orders with the Purchase Department as necessary to maintain adequate stock.

Meeting Support:

  • Arrange tea/coffee or other refreshments for meetings as and when requested.

Administrative Support

  • Student Insurance: Manage and prepare student insurance documentation, ensuring all students are properly covered as per university policies.
  • Mail Management: Handle the sorting, processing, and distribution of incoming and outgoing mail within the department. Ensure that all correspondence is handled promptly and securely.
  • General Office Support: Execute general office tasks, including filing, maintaining Office supplies, handling office equipment, and assisting with day-to-day operations in the department.
  • To take any additional responsibility given by the university as and when situation arise.

Academic-Related Responsibilities

  • Letter Preparation: Prepare and manage inward and outward letters related to student academic concerns, official correspondence, and departmental communications.
  • Circular Preparation: Draft and distribute circulars related to academic events,

schedules, and updates for both students and staff.

  • Email Responses: Respond to academic-related emails, inquiries, and requests from students, faculty, or other departments in a timely and professional manner.
  • Admission Approval: Assist in the admission approval process by verifying documents, communicating with students about admission status, and coordinating with the admissions office.
  • Document Handling: Make necessary copies (Xerox), scan documents, to Students and Faculties and send emails as required to ensure smooth documentation and communication flow.

Additional Responsibilities:

  • Take on additional responsibilities assigned by the university as situations arise, contributing to the overall efficiency and functionality of the office.

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