Program Associate

Program Associate The Program Associate plays a vital role in supporting the effective administration and quality assurance of academic programs. This position is responsible for a range of essential functions that ensure the smooth operation of program delivery, the integrity of academic records, and compliance with institutional and regulatory standards. The Program Associate will report to Programme Head of BITS Design School. Key Responsibilities: Academic Document Management: Oversee the creation, maintenance, updating, and adherence to standards for all essential academic documents (course outlines, syllabi, program structures, calendars, handbooks). Record Management: Efficiently manage the archiving and retrieval of academic records through organized systems for easy access and long-term preservation. Faculty Collaboration: Work closely with faculty and departments to gather, organize, and update documentation, ensuring alignment with program needs. Semester Commencement Support: Assist in planning and executing activities for the start of each semester, including schedules, resources, registration, and orientation. Quality Assurance Support: Contribute to the development, implementation, and monitoring of academic quality assurance, including data collection and reporting. Audit and Credit Mapping: Coordinate academic audits and reviews and ensure accurate maintenance of the course credit mapping database. General Academic Support: Provide administrative support to academic committees and meetings, including preparing agendas, minutes, and follow-up on action items. Assist in the preparation of academic reports and presentations. Support the implementation of academic policies and procedures. Contribute to the continuous improvement of academic processes and systems. Undertake other academic-related tasks as assigned Programme Head. Manage reimbursements, departmental purchases, track expenses, and coordinate with finance for timely payments to vendors and visiting faculty. Oversee studio spaces, equipment, and supplies, coordinating with IT and facilities for resource availability. Book rooms, studios, and labs for classes and events. Manage faculty contracts, timesheets, documentation, and support timely grade submission. Note: The responsibilities outlined in this job description are not exhaustive and may be subject to change based on the evolving needs of the organization and the program. Qualifications and Experience: Bachelor’s or Master’s degree in any relevant discipline. Minimum of 3-5 years of relevant experience in academic administration, preferably within a design or higher education institution. Proven experience in academic documentation management, academic quality assurance processes, and credit mapping. Familiarity with academic regulations, quality assurance frameworks and best practices in higher education. Strong understanding of academic programme structures and credit systems. Excellent organizational, analytical, and problem-solving skills. High level of accuracy and attention to detail. Strong written and verbal communication skills. Proficiency in MS Office Suite (Word, Excel, PowerPoint). Ability to work independently and as part of a team. Ability to handle confidential information with discretion. Desired Skills: Experience with Learning Management Systems (LMS) and other academic software. Knowledge of design education principles and practices. Familiarity with data analysis and reporting tools. Show more Show less