Office Executive - Exam cell

Job Summary

The Office Assistant for the Examination Cell provides critical administrative and clerical support to ensure the smooth, confidential, and accurate planning, preparation, and execution of all internal and external examinations and assessments, as per the institution's and statutory body's regulations.

Key ResponsibilitiesExamination Administration and Logistics (Core Duties)

• Documentation & Data Management:
• Maintain and update confidential records related to examination forms, student eligibility, attendance sheets, mark sheets, and results.
• Perform accurate and timely data entry of examination results, internal assessment scores, and student information into the institutional management system (e.g., ERP, MIS).
• Assist in the preparation, printing, and secure storage/distribution of question papers, answer booklets, and other examination stationery.
• Pre-Examination Activities:
• Assist in preparing the draft of examination timetables, seating plans, and invigilation duty charts.
• Coordinate with academic departments for the timely submission of question papers, marks, and other essential examination inputs.
• Prepare and dispatch student admit cards/hall tickets and ensure their timely distribution.
• During Examination Activities:
• Assist the CoE/Manager in supervising the logistics for examination halls, ensuring the availability of all necessary materials (e.g., answer sheets, stationery, water).
• Handle the secure receipt and sealing of answer scripts from invigilators after each examination session.
• Post-Examination Activities:
• Assist in the secure handover of answer scripts to evaluators/departments and the collection of evaluated mark sheets/award lists.
• Support the compilation, tabulation, and verification of examination results.
• Assist in the preparation and distribution of mark sheets, grade cards, and student certificates.
• Process applications and maintain records for re-evaluation, re-totaling, and duplicate mark sheets.

General Office and Clerical Support

• Confidentiality and Security: Maintain strict confidentiality and integrity regarding all examination-related documents, data, and processes.
• Correspondence: Handle incoming and outgoing correspondence (emails, letters, faxes) for the Examination Cell, routing inquiries to the appropriate personnel.
• Filing & Archiving: Create and maintain a systematic, secure, and organized physical and electronic filing system for all examination records for quick retrieval and audit purposes.
• Query Resolution: Act as a primary point of contact for students, faculty, and staff regarding examination-related queries (e.g., dates, forms, results, re-sits).

Required Skills and QualificationsEssential Qualifications

• A Bachelor's Degree in any discipline (preferred: Administration, Commerce, or Education-related field).
• Minimum 2-5 years of experience in an administrative/office support role, preferably within an educational institution or examination-related environment.

Core Skills

• Exceptional Attention to Detail and Accuracy: Critical for handling confidential records and data entry.
• Proficiency in MS Office Suite: Advanced skills in MS Excel for data tabulation, analysis, and report generation are mandatory. Proficiency in MS Word and Outlook is also required.
• Organizational and Time Management Skills: Proven ability to manage multiple tasks, prioritize workload, and meet strict deadlines, especially during peak examination periods.
• Communication Skills: Excellent written and verbal communication skills to interact professionally with students, faculty, and external bodies.
• Data Handling and Integrity: Strong understanding of the need for data security and handling confidential information with discretion.
• Proactive and Adaptable: Ability to work independently and as part of a team, and adapt quickly to changes in examination schedules and procedures.

Job Types: Full-time, Permanent

Pay: ₹15,000.00 - ₹30,000.00 per month

Work Location: In person