Executive Academic Program Office

**Job Title **:Executive/Sr. Executive - Academic Program Office

**Area**: Administration

**Location**: Pune

**Reporting to **:Asst. Registrar / Program Manager

**Job Purpose**: Act as a coordinator to Academic Program Office

**Key Accountability**

**Strategic -** Support in execution of Program Office strategies.

**Operational**:
**Academic Administration**
- To send the invitation letters to the BOS / BOF Members & Record Keeping.
- Meeting Hall/venue & tea coffee arrangement as approved by the Dean/Director.
- To maintain visiting faculty register Ensure daily entries of visiting faculties along with signature in the register calculate the visiting faculty hours & take approval of HOS/HOD & Dean / Director on the register.
- To send the invitation letters to the Parents & Record Keeping
- To facilitate for faculties, visiting faculties, Guest faculties & other staff as and when required
- To send the communications to the LR & CR & Record Keeping.
- To arrange to communicate the mentor to the students.
- To keep records of mentor mentee dialogue & communication received from mentor.
- To keep record of the various approvals of concern school/programs of academic councils.
- DATA entries as and when required.
- Update the academic and administrative records record & original documents as per the requirements.
- Assist with respect to accreditation, rating & ranking related work for DHE, NIRF, and AICTE etc. with IQAC Cell & Registrar Office.

**ERP Configuration & MIS Reports**
- Compiling end term & annual MIS reports

a) Maintaining the Visiting faculty Register with update information

b) Update the details of visiting faculties in the register time to time

c) Maintain the appointment letters & educational docs of visiting faculty

d) Prepare Visiting faculty honorarium statement (Trimester wise)

e) Obtain bank account details of visiting faculty for remuneration payment online
- Support student Configuration / Program configuration in ERP
- Support facilitate infrastructure & aids for smooth functioning of academic delivery
- Support for Student promotion & demotion activities in ERP (FY to SY & SY to TY & ONWARDS), Generation of Roll Numbers
- Student data updation / Assist for marks updation in ERP (if required)
- Support Subject mapping in ERP
- To update ERP & Students Notice Board regular basis (take care for old and outdated notices have been removed on regular basis)
- Day to day follow-up with students for outstanding fees as per instalment due dates and reconfirmation with accounts section.
- Support for implementation Scholarship Policy
- Data compilation for end term & annual MIS Reports”

**Exam Support**
- Support for preparation of Internal Continuous Assessment (ICA) sheets
- To assist for conduction of Internal Examinations, Mid-Term & Term end exams (for certification programs), Class Test and Quiz
- Support for Examination work as and when required
- Any other examination related work
- Coordination with respect to pending admission formalities and eligibility compliances.
- Arrangement for Viva-voce / Oral Examinations

**Student Services**
- Letters to students and parents regarding attendance & fees defaulter
- To support for conduction of Viva-voce / Oral Examinations
- Assist to prepare examination remuneration statement (as and when required)
- To support admission & examination department as and when required
- Student ID Cards distribution & Record keeping
- Sharing of Roll Numbers, Login ID, Password of ERP and its user manual with the students & parents
- Preparation and issuance of various certificates required by students like Bonafide, fees structure, character certificate etc. & Keep record of the same
- Assist students and resolve their queries in effective manner and timely closure

**Documentation & Misc. Work**
- Generation of Fees for various certificates and other charges in ERP.
- Mentoring / counselling / Grievance redressal support to students.
- Receiving of notices from Admission/ Exam/ Accounts/ Library/Any other dept. & share with students & respective employees / faculties / HOS / Dean.
- Classroom Allocation on daily basis (support for infrastructure management).
- Preparing and maintaining official documents (Musters/ signature sheets etc.).
- Ensure necessary arrangements like tools, equipment’s, and systems are available for faculty before the lecture.
- Assisting in any activities related to the Program in absence of the Coordinator.
- Sharing the faculty feedback reports to the authorities.
- Maintaining Inward & Outward register (Internal & External correspondence record)
- Correspondence to other departments and filing of documents
- Provide the Data for NIRF, AISHE, Ranking and Rating etc.
- Other responsibilities as assigned by higher authorities like Convocation related work, Orientation, Admission process, students activities etc.
- Distribution of course Handouts, Binders, case studies etc.
- Maintaining Office Stationery, consuma