Academic Admin Executive - Educational Institute @ Jayanagar

Organisation-

Location:

Position Overview

The Academic Officer will be responsible for ensuring smooth academic and administrative operations within the department. The role involves managing ERP activities, coordinating with faculty and students, maintaining documentation, supporting examinations, and facilitating communication between the department and stakeholders. The ideal candidate must be detail-oriented, proactive, and efficient in handling academic workflows.

Key Responsibilities

1. ERP (Software Management)

• Create and update Course Matrix.
  
• Create academic courses and feed timetable data.
  
• Map faculty and students to sections, OE subjects, and lab subjects.
  
• Consolidate attendance and IA (Internal Assessment) marks.
  
• Download and maintain weekly attendance reports.
  
• Download, organize, and store Course Matrix, IA mark sheets, and related reports.
  

2. Department Documentation & Records

• Maintain Course Matrix files, timetable sheets, classroom allocation sheets.
  
• File and manage student letters and documentation.
  
• Maintain updated student database.
  
• Attend department meetings, prepare Minutes of Meeting (MOM), and file them.
  
• Maintain visiting faculty and OE faculty details.
  
• Maintain students' ABC IDs and registration forms.
  
• Manage official mail communications.
  
• Maintain faculty profiles and departmental records.
  

3. Student Follow-Up & Support

• Follow up on student fee dues.
  
• Weekly attendance follow-up and reporting.
  
• Communicate academic/campus updates through email and WhatsApp.
  
• Arrange classrooms as required.
  
• Issue ID cards and hall tickets for semester exams.
  
• Conduct classroom visits and monitor academic compliance.
  
• Notify students about attendance shortage via email.
  
• Communicate with parents regarding attendance shortage and pending fees.
  

4. Departmental Operations & Coordination

• Arrange conference halls for department events and activities.
  
• Manage departmental stationery requirements.
  
• Prepare documents for the exam committee and assist in exam arrangements.
  
• Collect student feedback, analyze data, and prepare reports.
  
• Coordinate distribution of attendance registers to faculty.
  
• Facilitate department meetings and provide administrative support.
  
• Collaborate with NRI Department, SFS Office, and Admin Office.
  
• Assist at registration desks during convocations and events.
  
• Upload event and medical attendance in ERP.
  
• Maintain departmental files and documentation systematically.
  
• Update monthly faculty attendance and submit to the university.
  
• Maintain faculty leave cards and attendance books.
  
• Contact parents as required for academic and administrative matters.
  

Required Skills & Competencies

• Strong knowledge of ERP academic management (preferably JAIN ERP).
  
• Excellent communication and coordination skills.
  
• Strong documentation and record-keeping abilities.
  
• Proficiency in MS Office (Word, Excel, PowerPoint).
  
• Ability to multitask, meet deadlines, and work under pressure.
  
• Detail-oriented, disciplined, and well-organized.
  
• Strong interpersonal skills for student and parent interactions.
  

Qualifications

• Bachelors or Masters degree in any discipline (Education, Administration, or IT preferred).
  
• 1–3 years of experience in academic coordination or administrative roles (preferred).
  
• Experience working in educational institutions or university ERP systems is an added advantage.

priyasrihrinfo@gmail.com

Thank you,

Priyasri K

9620500113