Chief Administration Officer

Job Description

Position Overview We are seeking a motivated and experienced Chief Administration Officer with approximately 15 years of professional experience to join our team. The candidate Officers managing functions of HR, Personnel & Admin; Procurement; Facilities directly report to CAO Key responsibilities and expectations include: 1. Campus Management a. Estate, Land etc b. Public Relations c. Transport d. Security e. Stores & Purchase; Tendering; Inventory management f. Insurance (health, accident, assets) g. Academic Blocks & activities h. Community Health i. Students Hostels 2. Implementing the Institute's Development Plan a. Examine proposals for construction and maintenance of buildings and Institute campus b. Liaise with Institute's architects; supervise construction and maintenance of buildings and Institute campus c. Plan, oversee designing, estimating, tendering, contract management, execution, mechanization, construction, billing etc. of works (like multistoried buildings; institutional buildings; water, sanitary and sewer systems; electrical; HVAC; firefighting systems; building management systems; roads; areas under development etc) d. Develop and implement budgets 3. Ensure compliance with Institute's Rules & Regulations 4. Ensure image is not compromised a. Implement Boards or Governments guidelines and orders b. Exercise administrative and financial powers delegated by the Board c. Exercise powers of Disciplinary authority d. Support Academic and Dean Office to handle academic compliances to regulations from UGC, AICTE and such bodies e. Handle Legal and RTI matters of the Institute f. Represent Institution at the Appellate or special purpose Courts to address disputes, conflicts and grievances g. Preparing financial and statistical management reports 5. Talent Acquisition Management Employee Relations a. Plan manpower requirement for non-academic functions of the Institute (for student hostels; student admissions; student exchange programme; academic affairs (like program management etc); administrative affairs b. Employee Life Cycle management (hiring; on-boarding; defining KRAs KPIs; performance measurement and management; rewards & recognition; manning in roles as per competencies; exits; compensation & benefits; learning & development; code of conduct including disciplinary issues; exit management; etc) i. T&D for non-teaching staff (in-house and external) ii. Career Development Plan Assessment Centres for non-teaching staff iii. Performance-based pay iv. Manpower Planning v. Activity Mapping based on Competencies available c. Draft and implement HR policies & procedures; continuously drive simplifications and improvements. Help create a process-driven work culture d. Student placement; accreditation & ranking surveys; community health; alumni relations etc e. Empower HR to play roles beyond record-keeping, statutory compliances to serve as a HRD to all stakeholders 6. Oversee Administration Function a. Provide instructional leadership to functional managers b. Set up metrics for measurement of various functions and review periodically c. Serve as a custodian of all records of the Institute, assets and funds of the Institute 7. Oversee Procurement & Expense Accounting a. Plan replenishment procurement for routine requirements of the Institute; as needed, identify, evaluate and establish new vendors for materials b. Negotiate and renew contracts for routine service requirements; as needed, identify, evaluate and contract with new service providers c. Discuss with Leaders, plan and arrange for procurement of materials & servicers required for projects with industry and/or Government d. Ensure that all expenses are properly accounted against budgets and heads of account 8. Support Registrar & Director in day-to-day activities a. Attend to (domestic and/or foreign) visitors to the Institute b. Plan and make needed arrangements for annual convocation and conferences c. Administer Faculty affairs with Director & Registrar 9. Coordinate with Faculty, students and staff to ensure that all facilities are optimally utilized and stakeholders are satisfied.