Assistant Manager - Academic and Student Affairs (YL)

Job Purpose

The Assistant Manager – Academic Services for the PGP Young Leaders (YL) Programme is responsible for executing and supporting the academic operations of the YL programme under the guidance of the Senior Manager. The role ensures timely scheduling, LMS administration, course material management, query management, and faculty-student coordination. The position also actively supports automation initiatives in collaboration with the IT team, manages the student query portal, and oversees programme-specific administrative tasks. This role suits someone who can independently manage operational tasks, engage with stakeholders, and contribute to improving academic processes through technology and innovation.

Key Responsibilities

1) Programme Administration

Roles & Responsibilities

Prepare CRFs, course packs, and materials for sessions

Create personalized schedules for all teaching faculty and update as needed.

Provide logistical support, including gifts, vouchers, and guest arrangements in line with faculty/AA requests within specified timelines.

Compile bidding information for flexi-core and electives, ensuring accuracy and uploading to Atrium a week before IBC.

Prepare academic calendars, blocking bidding dates, SEAL, CAS & Alumni events.

Generate term schedules incorporating faculty requests and update schedules in coordination with departments.

Support course outline automation by ensuring finalised outlines are uploaded to Atrium a week before the course begins.

Coordinate reschedules and guest sessions in collaboration with the course manager and communicate effectively to all stakeholders.

Collaborate proactively with IT/AV, ITCS, and LRC to meet specific course needs each term.

Coordinate pre-term, 360-degree surveys, boot camps, and orientation events

2) Software & Simulation

Roles & Responsibilities

Procure software, simulations, and textbooks in advance, sharing licenses with AAs for review before term begins.

Coordinate alumni audit requests, create Zoom links, and inform relevant stakeholders at least five days in advance.

Respond to audit/credit requests from AAs or staff, granting access three days before the course begins.

Work with IT to prepare SOPs and share necessary information before courses start for core and on bidding day for electives.

Share weekly schedules with departments ensuring error-free information for smooth operations.

3) ASA Budget

Roles & Responsibilities

Prepare the ASA budget at the start of the academic year in coordination with Finance, including both campuses & LRC

Reconcile actual vs. budgeted expenditures, preparing variance reports every six months with >95% accuracy

Coordinate LRC-related vendor payments (PR/Non-PO) and ensure timely deliverables with >95% accuracy

Procure gifts & vouchers, ensuring timely delivery

4)LMS Access & Course Management Data

Roles & Responsibilities

Ensure LMS access for students, faculty, AAs, and audit/credit participants as per timelines with 100% accuracy

Maintain accurate term-wise course management data

Set up faculty feedback in LMS and communicate to students per faculty preference.

Maintain an up-to-date database of audit/credit records for staff, AAs, and alumni.

5)Departmental Support

Roles & Responsibilities

Oversee management of departmental assets (e.g., laptops) for ASA & AAs.

Facilitate exit clearances for ASA in coordination with IT & HR.

Support departmental activities including paper reviews, bidding, registrations, graduations, and act as a backup during colleagues’ absences

Job Specification

Knowledge / Education

Specific Skills

Desirable Experience

Bachelor’s or Master’s degree in Education, Business Administration, or related field.

- Strong organisational & multitasking skills - Excellent communication & interpersonal abilities - Familiarity with LMS, academic portals, and MS Office - Comfort working with IT tools, automation workflows, and collaborating with IT teams to build academic products - Stakeholder management & proactive query handling

2–4 years in academic operations, programme coordination, or higher education administration. Experience working with faculty, students, and technology-driven environments preferred.

Key Responsibilities & Time Allocation

Key Responsibilities % Time Spent

Academic Operations & Scheduling - 30%

LMS & Content Management - 20%

Course Packs & Outlines - 20%

Automation, Process Improvement & Query Management - 20%

Stakeholder Coordination & Support - 10%

Any Other Significant Input

- Ability to manage multiple priorities under tight timelines. - High level of ownership, attention to detail, and proactive problem-solving. - Comfort working with technology and participating in automation initiatives. - Willingness to extend hours during peak academic periods including and not limited to weekends.

-This role is dynamic and constantly evolving, so it requires someone with a growth mindset, openness to new challenges, and a proactive, go-getter attitude.