Campus:
Reporting To:
Office:
Employment Type:
1. Position Overview
Section Officer
The role requires discretion, accuracy and the ability to coordinate effectively across academic departments, student housing, discipline, student welfare and institutional events.
2. Key Responsibilities
- Assist the Deputy Registrar in the day-to-day operations of the Registrar's Office, ensuring timely execution of tasks and adherence to institutional timelines.
- Draft and issue office orders, circulars, minutes and communications as instructed by the Deputy Registrar.
- Maintain confidential and organized records both physical and digital pertaining to campus administration, policy implementation and statutory documentation.
- Manage correspondence, scheduling and file movement through proper noting and record systems.
- Coordinate with the Academic Administration to ensure timely submission of academic records, approvals and reports.
- Assist in preparation and maintenance of minutes and action reports for academic committees, campus-level councils and internal review meetings.
- Support the compilation of data for annual reporting, inspections and compliance submissions to higher authorities or statutory bodies.
- Maintain updated records related to student registrations, academic calendars and notices issued by the Registrar's Office.
- Support implementation and documentation of policies relating to
Student Housing
, Code of Conduct
, Discipline
and Student Council governance
, as approved by the University. - Liaise with Wardens, Student Welfare Division and Programme Heads to ensure compliance with student housing rules, discipline procedures and council election guidelines, etc.
- Maintain accurate data and undertakings related to housing allocation, student disciplinary cases and student representation processes.
- Assist in drafting, reviewing and maintaining all campus-level circulars, MoUs, policies and administrative orders.
- Ensure consistency between campus-level practices and university-wide frameworks for housing, discipline and governance.
- Support compliance with institutional policies and maintain proper archival of all policy documents, reports and approvals.
- Facilitate internal administrative audits, data collation for Annual Reports and submissions to statutory bodies such as UGC, AICTE, BCI and other Government authorities as needed.
- Coordinate administrative and logistical support for official University / Campus events, dignitary visits and institutional programmes handled by the Registrar's Office.
- Prepare event reports, documentation and correspondence post-events or visits for record and reporting purposes.
- Liaise with other departments for permissions, approvals and compliance during events and student-led activities.
3. Skills and Competencies
- Excellent drafting and office communication skills, with attention to detail.
- Strong understanding of university procedures, governance structures and compliance requirements.
- Proficient in MS Office, Google Workspace and digital record-keeping tools.
- Ability to maintain confidentiality, prioritize tasks and manage multiple deadlines.
- Effective interpersonal skills for coordination with faculty, administrative units and student bodies.
4. Qualifications and Experience
Essential:
Bachelor's Degree in any discipline.Preferred:
Master's Degree in Administration, Management, or related field.Experience:
Minimum 5 years of administrative experience
, preferably in a university or higher education institution with exposure to academic or student administration.- Familiarity with documentation, policy implementation and official communication formats in a university setting will be an advantage.
5. Reporting and Supervision
- Reports directly to the
Deputy Registrar, BITS Pilani, Mumbai Campus
. - Works under overall administrative supervision of the
Registrar, BITS Pilani
. - May supervise clerical and support staff attached to the Registrar's Office.
- Coordinates regularly with Academic Administration, Student Welfare Division, HR, Finance and Maintenance Departments.
6. Performance Indicators
- Accuracy, timeliness and professionalism in office documentation and communications.
- Effectiveness in inter-departmental coordination and compliance reporting.
- Quality and organization of campus-level records and policy implementation tracking.
- Responsiveness, discretion and initiative in managing administrative tasks.
7. Other Expectations
- Uphold the values and academic ethos of BITS Pilani.
- Maintain confidentiality of institutional matters.
- Adapt to evolving digital systems and workflows adopted by the University.
- Extend support during institutional events, inspections and audits as required.
