Executive- Academic Program Office

1. Job Details

• Job Title

  : Executive/ Senior Executive- Program Office

• Department

  : Administration

• Location

  : Pune

• Reporting to

  : Program Manager/ Program Director

2. Job Purpose

To coordinate with Heads of Schools (HoS), Associate Deans, and Deans to ensure the timely and efficient execution of tasks assigned to the School Program Office, while aligning with institutional goals and regulatory requirements.

3. Key Accountabilities

Strategic

• Support the execution of the Program Office's strategic plans to enhance academic and administrative efficiency.

Operational Responsibilities

ERP Management

• Manage student data, including updates, promotions, and demotions.
• Ensure accurate ERP updates for seamless academic operations.

Examination Support

• Submit attendance and Internal Continuous Assessment (ICA) reports at the trimester's end to the examination department.
• Verify result analyses and maintain records of program/course-wise rankers.

Documentation

• Draft and circulate circulars and notices for staff and students.
• Coordinate with the Admissions Department and maintain student records for fees, intake, scholarships, and concessions.
• Prepare budgets for activities such as industrial visits, tours, events, and faculty development programs.

HR Coordination

• Calculate faculty requirements and coordinate recruitment processes with HR.
• Maintain leave, vacation, and appraisal records for staff.
• Oversee administrative staff performance and facilitate training programs.

Academic Administration

• Coordinate academic calendars, BOS/BOF meetings, and new program proposals.
• Handle faculty feedback, Ph.D. scholar progress reports, and academic holds for disciplinary issues.
• Issue defaulter notices and reconcile fee payments with the Finance Department.

Accreditations and Rankings

• Collaborate with the IQAC Cell and Registrar's Office for accreditation, ranking, and compliance-related tasks with bodies such as NIRF, AICTE, and NBA.

Miscellaneous

• Address grievances, mentor students, and coordinate student election processes.
• Assist with social initiatives and represent the university in professional forums.

Financial and Budget

• Ensure efficient utilization and tracking of budgets for assigned functions.

Collaborations

• Maintain strong relationships with academic leaders, partners, and stakeholders.

External Representation

• Represent MIT WPU at professional and government forums to strengthen the university's reputation and relationships.

4. Person Specifications

Educational Qualifications

• MBA/Postgraduate degree from a premier institution (Ph.D. optional).

Experience

• 810 years of experience in administration, preferably in a university environment.

Skills and Competencies

• Strong knowledge of academic and administrative operations.
• Proficiency in ERP systems and university compliance requirements.
• Excellent communication, leadership, and interpersonal skills.
• Strategic thinking and problem-solving abilities.
• Strong organizational and documentation capabilities.

Personal Attributes

• Commitment to MIT WPUs vision, values, and goals.
• Ability to build and lead high-performing teams.
• High levels of professionalism, sound judgment, and decision-making capabilities.

This role is essential for ensuring the smooth functioning of the School Program Office, fostering a collaborative environment among academic and administrative teams, and maintaining compliance with institutional and regulatory standards.