Administration Assistant
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Key skills for this role
About the Role
Student Records & File Management Maintain and update all student files, including active, graduated, and cancelled records (both new and old). Scan, digitize, and archive stude.
Key Skills for This Role
Responsibilities
- Maintain and update all student files, including active, graduated, and cancelled records
- Scan, digitize, and archive student records
- Manage database entries before storing documents in fireproof cabinets
- Coordinate with internal auditors for verification and approval of enrollment and graduate files
- Assist in preparation and arrangement of class and faculty schedules
- Monitor and ensure timely attendance of faculties
- Modify student attendance records as per faculty requests
- Maintain and update student attendance and class tracking records
- Support classroom and lab requirement arrangements
- Receive and compile faculty attendance reports from security
- Collect and manage attendance sheets from faculty
- Handle student issues, queries, and complaints professionally
Requirements
- Experience in administrative support, preferably in an educational setting
- Proficiency in file management and database entry
- Strong organizational and communication skills
- Ability to handle multiple tasks and support academic coordination
Full Job Posting
Student Records & File Management
- Maintain and update all student files, including active, graduated, and cancelled records (both new and old).
- Scan, digitize, and archive student records.
- Manage database entries before storing documents in fireproof cabinets.
- Coordinate with internal auditors for verification and approval of enrollment and graduate files.
Academic Coordination
- Assist in the preparation and arrangement of class and faculty schedules.
- Monitor and ensure timely attendance of faculties.
- Modify student attendance records as per faculty requests.
- Maintain and update student attendance and class tracking records.
- Support classroom and lab requirement arrangements.
Faculty & Student Support
- Receive and compile faculty attendance reports from security.
- Collect and manage attendance sheets from faculty.
- Handle student issues, queries, and complaints professionally.
- Assist in handling student requests and preparing related reports.
- Coordinate with Deans and President’s Office for the signatures on degree certificates of graduating students.
Examination Support
- Prepare and maintain examination files and planning documents.
- Sort exam papers and assist with printing and packing of question papers and answer booklets.
- Distribute exam materials to concerned faculties.
- Provide support to the Examination Department during exam days.
- Assist in preparation, printing, and distribution of certificates and ID cards for students and staff.
Internship & Graduation
- Handle registration and letter preparation for internship students.
- Support the planning and execution of the graduation ceremony.
Communication & Notice Management
- Prepare and send circulars to faculties and departments.
- Update notice boards regularly.
- Distribute and collect university documents as required.
Administrative Tasks
- Assist in finance and TED document transfers.
- Assist the library and admin/exam stores when required.
- Follow up on missing documents and ensure records are updated.
- Call students for various purposes as needed.
- Prepare monthly and administrative reports.
- Perform other administrative duties as assigned.
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