Senior Coordinator

Role & responsibilities

Position Overview

The Senior Coordinator shall assist the Principal Director in managing the overall administrative, strategic, and operational functions of the apex office of the Symbiosis Open Education Society (SOES). The incumbent will be responsible for ensuring smooth coordination between the Principal Directors office and the constituent institutions, departments and external bodies. The role demands maturity, discretion, and the ability to handle multiple assignments independently with a high level of efficiency, accuracy and professionalism.

Key Responsibilities

1. Administrative and Strategic Support

• Provide high-level administrative and organizational support to the Principal Director in all day-to-day and strategic functions of SOES.
• Draft official correspondence, office notes, reports, circulars and documentation for review and approval.
• Maintain systematic documentation and record-keeping for all communications, files and reports pertaining to the Principal Directors office.
• Assist in preparation of policy notes, reports, presentations, and other documents for meetings and official submissions.
• Handle confidential information and communications with utmost integrity and professionalism.

2. Coordination and Communication

• Serve as a central coordinating point between the Principal Directors office, constituent institutions and departments under SOES.
• Liaise with government bodies, regulatory agencies, statutory authorities and other external organizations for permissions, sanctions and follow-ups on institutional matters.
• Ensure timely communication and follow-up on directions issued by the Principal Director.
• Facilitate effective information flow and coordination for institutional initiatives, projects and reviews.

3. Meetings, Reviews and Follow-ups

• Organize and coordinate meetings convened by the Principal Director, including statutory and administrative meetings of SOES.
• Prepare meeting agendas, background notes and presentations as required.
• Record and circulate Minutes of Meetings (MoM) and track completion of action points through systematic follow-ups.
• Update the Principal Director periodically on the status of assigned actions and pending matters.

4. Data Management and Reporting

• Collect, compile, and analyze data and reports received from constituent institutions, departments and project offices.
• Prepare analytical reports, briefs and presentations summarizing key inputs and outcomes for decision-making.
• Maintain dashboards, trackers, and databases for institutional activities, approvals, and compliance matters.

5. Liaison and Institutional Representation

• Coordinate with various government offices for obtaining approvals, permissions and sanctions on proposals submitted by SOES or its institutions.
• Represent the Principal Director's office, as assigned, in meetings or interactions with officials, institutions, or agencies.
• Support institutional events, review visits, and interactions requiring representation of the apex office.

6. Documentation and Record-Keeping

• Maintain an organized filing and documentation system, digital and physical, for all communications, circulars, policy papers and records of the Principal Director's office.
• Ensure timely retrieval and secure archiving of official documents and data.

7. Professional Conduct and Office Management

• Exhibit initiative, reliability, and accountability in managing assigned tasks independently.
• Maintain decorum, confidentiality, and professionalism in all communications and interactions.
• Handle multiple priorities efficiently under timelines and support in ensuring seamless office operations.
• Uphold the vision, values, and objectives of the Symbiosis Open Education Society in all engagements.

Qualifications and Experience

• Postgraduate degree, preferably in Management, Administration or a related discipline.
• 8–12 years of relevant experience in administrative or coordination roles, preferably in an educational or corporate institution of repute.
• Strong command of written and verbal communication in English.
• Proficiency in MS Office (Word, Excel, PowerPoint) and digital collaboration tools.
• Demonstrated ability to manage executive communications, prepare official documentation, and ensure follow-through on assigned matters.
• Age: Preferably between 35–40 years.

Personal Attributes

• Integrity, discretion, and confidentiality.
• Excellent organizational, analytical and interpersonal skills.
• Ability to manage multiple tasks and deadlines independently.
• Proactive and solution-oriented approach.
• Commitment to institutional objectives and professional excellence.