Office Assistant

Tapovan Vidya Vihar, Ahmedabad (Girls School)

Department: Administration

Reports To: Principal

Position Overview

The School Admin Officer will play a pivotal role in managing admissions, supporting academic leadership, ensuring smooth ERP operations, and maintaining coordination across departments. The ideal candidate will be proactive, organised, and communication-strong, with a passion for supporting a values-driven educational environment like Tapovan Vidya Vihar.

Key Responsibilities

1. Admission Enquiry Management

Welcome and assist all walk-in parents and visitors with warmth and professionalism.

Handle admission enquiries received through:

• Phone calls
• Website
• Social media
• School office
• Referrals/Leads

Provide complete information about Tapovan Vidya Vihars programs, values, and admission policies.

Convince and guide parents effectively to maximise admission conversions.

Maintain enquiry logs, counselling records, and ensure timely follow-ups.

Ensure all admission processes strictly follow the schools Admission Policy.

2. Assistance to Educational Director (Dr. Nivedita Ganguly)

Provide administrative and operational support to the Educational Director.

Manage her schedules, documentation, reports, and communication.

Ensure timely follow-ups on tasks assigned by the Director.

Coordinate meetings, minutes, and implementation of academic/administrative instructions.

3. ERP Management (Manage the schools ERP system end-to-end)

Enter and update all backend data, ensuring accuracy and consistency across modules.

Monitor and ensure that all school operations (attendance, fees, academics, admissions, etc.) run smoothly through ERP.

Coordinate with departments to ensure correct and timely data entry.

Provide ERP support to staff whenever required.

4. Lead Follow-Ups & Conversion

Call all enquiries, walk-in parents, and social media leads regularly.

Understand parent concerns, provide clear solutions, and guide them toward completing the admission process.

Maintain a follow-up tracker to ensure no lead is missed.

Convert leads into admissions with structured communication and counselling.

Report daily/weekly enquiry and conversion status to management.

5. Government & Board Applications

Prepare and submit applications to relevant authorities including:

Gujarat Board

CBSE

Minority Board

Local government departments

Maintain documentation, compliance files, and records required for affiliations and renewals.

Follow up with government departments until tasks are completed.

6. Coordination With Accounts Department

Coordinate with the Accounts Department on:

Admission fee collection

Refund cases

Fee reconciliation

Outstanding fee follow-up

Ensure ERP data matches with accounts records.

Maintain transparency and accuracy in financial communication with parents.

Skills & Qualifications

Graduate in any discipline (Administration/Education background preferred).

Strong communication skills in English, Gujarati & Hindi.

Pleasant personality with a parent-friendly approach.

Experience in school administration or customer-facing roles preferred.

Proficiency in ERP systems, MS Office, and digital tools.

Excellent organisation, follow-up, and documentation skills.

Ability to work with discipline, responsibility, and a solution-oriented mindset.

Personal Attributes

Warm and respectful communication style.

Ability to multitask under pressure.

Commitment to Tapovans philosophy: Education with ethics, career with character.

Professionalism, punctuality, and integrity.