Job
Description
Job Summary
The Office Administrator will manage the administrative operations of the physiotherapy college to ensure smooth functioning in compliance with RGUHS regulations, college policies, and statutory requirements. This role acts as a liaison among faculty, students, regulatory bodies, and other stakeholders, maintaining records, coordinating events, facilitating communication, and managing daily office tasks.
Key Responsibilities
Office Management & Administrative Support
Oversee day‐to‐day administrative tasks: managing correspondence (emails, mails, notices), scheduling meetings, maintaining office supplies.
Maintain and organize files: student records, faculty documents, statutory and accreditation records, office financial records.
Coordinate office logistics: space allocation, utilities, equipment maintenance, procurement.
Academic Coordination
Assist in coordinating class schedules, exam timetables, and clinical/practical sessions in liaison with faculty.
Maintain attendance records for students and faculty.
Support in preparation and publication of academic calendars, syllabus, revision, and exam notices.
Regulatory & Compliance Management
Ensure that the college meets all RGUHS rules and regulations as well as requirements from bodies like the Rehabilitation Council of India (if applicable), Indian Association of Physiotherapists, etc.
Assist in compiling documents required for inspections, accreditation, approvals, and audits.
Maintain records of licenses, faculty qualifications, and other statutory documentation.
Student Services
Be the point of contact for students for administrative issues – admissions, scholarships, documentation, fee payments, and certifications.
Manage student admissions process: application collection, verification, enrolment, and induction.
Facilitate communication with students: notices, announcements, grievance redressal, etc.
Financial & Procurement Support
Assist in budget preparation and monitoring for administrative expenditure.
Raise and process purchase orders, maintain invoices, track payments.
Maintain petty cash, keep receipts, document petty cash usage.
Communication & Liaison
Liaise with external bodies: RGUHS, government authorities, suppliers, vendors, accreditation agencies.
Maintain internal communication with faculty, staff and student bodies.
Coordinate meetings, workshops, seminars, both academic and administrative.
Record Keeping & Reporting
Maintain precise databases for students, faculty & staff, courses, clinical rotations etc.
Generate reports required by RGUHS, management, funding agencies or internal audits.
Maintain archives and backups for important documents.
Quality Assurance & Continuous Improvement
Work with quality assurance teams to implement and monitor policies and procedures.
Suggest improvements in administrative workflows and systems (e.g., digitalization of records, automation).
Qualifications & Experience
Requirement Details
Educational Qualification Bachelor’s degree in any discipline; preferable in Business Administration / Management / Office Administration / Allied Health Sciences.
Experience Minimum 2-4 years of relevant work experience in an academic or healthcare-related institution; experience in physiotherapy or health sciences colleges is a plus.
Regulatory Knowledge Familiarity with RGUHS norms, UGC / AICTE / RCI (depending on what regulatory bodies apply) and higher education compliance.
Computer Skills Proficient in MS Office (Word, Excel, PowerPoint), data entry, basic accounting software; experience with student information systems (SIS), LMS (if used).
Communication Skills Excellent verbal and written skills in English and the local language (Kannada / Hindi / depending on location).
Personal Attributes Organized, detail-oriented, pro-active, able to multitask, good interpersonal skills, ability to maintain confidentiality.
Key Performance Indicators (KPIs)
Timely processing of student admissions, registrations and examinations.
Accuracy and completeness of compliance / audit documentation.
Number of administrative complaints or delays.
Efficiency of office operations (e.g. procurement cycle time, response times to queries).
Maintenance of records with minimal errors.
Working Conditions & Other Details
Full-time position; standard office hours; occasional evening or weekend work for events, seminars, examinations.
Requires coordination with clinical departments, possibly visits to hospital/clinical settings.
Likely supervision of junior administrative / clerical staff.
