Senior Associate - Faculty Logistics

Job Purpose

To assist resident faculty and visiting faculty in their daily administrative requirements leading to smooth functioning and enabling a good experience during PGP teaching

Job Outline

The job holder is responsible for handling the administrative activities within the department for PGP ensuring good experience for the visiting faculty and resident faculty to carry out their activities with ease.

The jobholder is also responsible for arranging travel for the visiting faculty and resident faculty and making stay arrangements at both Hyderabad and Mohali campuses.

As a part of responsibilities towards Visiting Faculty, the job holder is required to ensure that final Honorarium payment Invoice is made on time.

The job holder is also responsible for assisting in the preparation of course material and arranging the Class Seating Layout Chart for the Students. The person is also responsible for processing of all course material related invoices and POs.

S/he is responsible for maintaining stationery and issuing Mementos for the Guest speaker.

Job Specification

Knowledge / Education

Bachelor’s Degree/ Postgraduate

Specific Skills

Interpersonal skill,

Secretarial skills, Coordination skills, Communication skills

Meticulous planning and Organizing, Time Management

Multitasking and Attention to details

Negotiation Skills, Listening skills

Desirable Experience

2 - 5 years

Job Interface/Relationships:

Internal

• Resident Faculty
• Departments: ASA, External Relations, Operations, IT/ AV, Network, Mail room, Finance, Commercials, dining outlets, Central Printer,

External

Vendors

Key Responsibilities and % Time Spent

To assist Visiting and Resident faculty in all other administrative related work from classroom set up, office set up, Visa for VF and other logistics - 30%

To assist and support Resident faculty, Visiting Faculty, guest speakers with travel accommodation, F&B requirements - 30%

To ensure final honorarium payment Invoice for the visiting faculty is completed within specified time and ticket settlements on BAZ - 15%

To raise Pos, process invoices for all course related expenditures for both campuses - 15%

To support in departmental activities: stationery procurement, BAZ, graduation & placement

10%

Total Time Spent on All Responsibilities - 100%

KRA -

KPI -

• Blocking offices and setting up before their arrival
• Accommodation
• Preparing welcome kits, personalized schedules, and emergency contact
• Planning the trips local and outstation
• IT catalogues and internet connectivity
• Preparing ID card for smooth access to the campus
• Name templates and door templates
• Cash advance as per the policy
• Documents for FRRO for the Visiting faculty
• Coordination with F&B and housekeeping staff for the requirements in between classes
• Coordinating with LRC on the required readings/materials for a course

Measure -

Weightage -

KRA -

KPI-

• Flight bookings both international and domestic
• Hotel Bookings
• Cab booking local and outstation
• Guest speakers’ arrangement flights, cabs accommodation
• Booking cabs for Pick up and drop both local and outstation
• Details sharing with faculty via SMS and emails
• Follow ups with cab vendor

Measure -

Timely follow ups

Weightage -

KRA -

KPI -

• Final invoices of all the Visiting Faculty
• Taking signatures on contract, filling bank information sheet, Tax Residency certificates/ PAN cards and collecting all the receipts fortravel reimbursements
• SAP Entries
• Records of invoices
• Maintaining the course wise expense sheet to keep a track of the utilized budget
• Submission to Finance and following up for the payments
• Settlement of the flight tickets on Travel portal and with finance team

Measure -

Weightage -

KRA -

KPI -

• Course related assistance ( venue bookings, procurement of course material, gifts and rewards)
• Compilation of course Packs
• Seating layouts
• Support during LEAD
• Support in paper invigilation and paper viewing

Measure -

Weightage -

KRA -

KPI -

• Procurement of stationery
• Maintaining records
• Dry runs
• SAP and BAZ support
• Mementos for Guest speaker
• Maintaining records for expense

Measure -

Weightage -

Any Other Significant Input

Good communication and interpersonal skills