Administrative Assistant

4 weeks ago

Surat, Gujarat, India P P SAVANI UNIVERSITY Full time
Job Title: Administrative Assistant

Department: Administrative

Location: Ayurveda College

Reports to: Office Manager/Principal

Job Summary:

We are seeking an experienced and organized Administrative Assistant to join our team at P P SAVANI UNIVERSITY. The successful candidate will provide essential administrative and clerical support to ensure smooth day-to-day operations of the institution.

Key Responsibilities:
  1. Record Maintenance:
    • Maintain student records, including admission details, attendance, grades, and personal information.
    • Keep track of faculty and staff attendance and leave records.
    • Ensure all files and documents are properly organized and accessible.
  2. Documentation and Filing:
    • Prepare, file, and maintain official documents such as circulars, memos, and notices.
    • Handle incoming and outgoing correspondence and maintain relevant logs.
  3. Admission Process Support:
    • Assist in the admission process by managing applications, processing forms, and communicating with applicants.
    • Ensure timely updates to the admission records and support the coordination of entrance exams and interviews.
  4. Communication and Coordination:
    • Act as a point of contact for faculty, students, and administrative staff.
    • Respond to inquiries and provide necessary information regarding schedules, exams, courses, etc.
    • Assist in coordinating meetings, events, and conferences related to academic and administrative activities.
  5. Examination and Results Management:
    • Assist in the preparation and distribution of exam schedules.
    • Coordinate with faculty for the submission and processing of exam papers and results.
    • Manage the results announcement process and ensure proper documentation of student performance.
  6. Financial Assistance:
    • Assist in the preparation of budgets, maintaining expense records, and ensuring bills and payments are processed on time.
    • Handle fee-related queries and assist in the collection and record-keeping of student fees.
  7. Inventory and Office Supplies Management:
    • Monitor and manage office supplies, ensuring availability of materials like stationery, forms, and equipment.
    • Maintain an inventory of items and request replenishment as needed.
  8. Other Administrative Support:
    • Provide clerical support to faculty and staff, including photocopying, scanning, and printing documents.
    • Support the organization and management of events, workshops, and seminars hosted by the college.
    • Perform other duties as assigned by the Office Manager or Principal.
Requirements:
  • Education: A high school diploma or equivalent (a degree in administration or related field preferred).
  • Experience: Previous experience in an administrative or clerical role (experience in an educational institution is an advantage).
  • Skills:
  • Proficient in MS Office (Word, Excel, PowerPoint) and basic accounting software.
  • Strong communication and interpersonal skills.
  • Attention to detail and high level of organization.
  • Ability to handle multiple tasks and prioritize workloads.
  • Familiarity with office equipment (printers, scanners, etc.).
  • Basic understanding of Ayurveda and related terminologies (preferred).
Working Hours:
  • Full-time position, typically Monday through Saturday.
  • May require extra hours during exam periods or college events.
Compensation:
  • Competitive salary based on experience and qualifications, with benefits as per college policy.

This role is crucial in maintaining the administrative backbone of the college, ensuring a seamless academic and operational experience for both students and staff.

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