Academic Liaison and Documentation Officer

Department: Administration

Location: Kakkanad,Kochi

Reporting To: Director

Salary:25,000-45,000

Job Summary:

The Academic Liaison and Documentation Officer is responsible for managing all academic and administrative documentation within the institute, ensuring accuracy, timeliness, and systematic organization of records. The role requires a candidate with prior experience in the education industry, well-versed in handling certificates, report generation, and interdepartmental coordination. The position plays a key part in maintaining institutional compliance, supporting the Director in document-related matters, and ensuring smooth flow of information between departments.

Key Responsibilities:

1. Documentation Management:

Handle all documentation activities, ensuring that records are accurate, complete, and updated systematically.

Maintain and organize both digital and physical files related to student and institutional documents.

Prepare and draft official documents, letters, and reports as required.

Ensure confidentiality and compliance with institutional and regulatory standards in all documentation processes.

2. Certificate Issuance and Coordination:

Manage all certificate-related tasks including preparation, processing, verification, and issuance.

Liaise with certification bodies, academic partners, and external agencies for approvals and authentications.

Maintain accurate records of certificates issued and pending.

Ensure timely communication and follow-up with students and departments regarding certificate processes.

3. Reporting and Interdepartmental Coordination:

Collect, compile, and review departmental reports for submission to the Director.

Coordinate with various departments to ensure timely and accurate submission of reports, data, and other required documents.

Assist in preparing consolidated institutional reports and presentations.

Support the Director in document-related tasks, including drafting, proofreading, and organizing reports for internal and external meetings.

4. Meeting Support and Administrative Assistance:

Assist in organizing and attending meetings related to documentation, certification, and report review.

Record and circulate meeting minutes, follow up on action points, and ensure timely completion of assigned tasks.

Support management in generating analytical and progress reports for internal and external review.

5. Quality and Compliance:

Ensure error-free documentation and maintain consistency in formatting, language, and record structure.

Regularly audit document control systems to ensure accuracy and compliance with institutional standards.

Maintain transparency and accountability in all certification and reporting processes.

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Key Skills and Competencies:

Proven experience in documentation and certificate handling within the education sector.

Excellent organizational and time management skills.

Strong attention to detail and commitment to accuracy.

Proficiency in MS Office (Word, Excel, PowerPoint) and record management systems.

Good communication and interpersonal skills for coordination across departments.

Ability to multitask and work under minimal supervision.

Strong sense of confidentiality and professionalism.

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Qualifications:

Bachelor's degree in Administration, Education, or a related field (Master's preferred).

Minimum 23 years of relevant experience in documentation and certification handling in an educational institution.

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Work Attributes:

Highly systematic and detail-oriented approach.

Reliable in meeting deadlines and maintaining institutional records.

Collaborative mindset with the ability to coordinate effectively with all departments.

Professional attitude in representing the institute in communication with certification bodies and partners.