Job Title:

Associate

Function:

Registrar’s Office

Name of Job Holder:

Location:

Mohali

Reports to position:

Manager - Mohali

Band:

A4

Reportees to Position:

Job Purpose

To support the Registrar’s Office (RO) office needs across all academic programmes. Supporting Managers in RO portal activities. To Coordinate with stakeholders for collection and compilation of Records.

Job Outline

The primary responsibility of the job holder is to closely work with the Manager to support in keeping the records of the Student / Alumni database of all programmes. Updating the portals /drive with required data on a timely basis. S/He need to coordinate with the Manager to close the requests raised in RO portal.

The Incumbent should coordinate with Programme office to ensure the Attendance is updated in LMS and update the current student list on a timely basis.

S/He is responsible for printing of certificates and logistical support for Graduation related activities across programmes

Job Specification

Knowledge / Education

Specific Skills

Desirable Experience

Graduate Degree

Ms Office, IT savvy understanding programme requirements, Record keeping

2 - 4 years

Job Interface/Relationships:

Internal

External

All programme offices for Academic programmes, IT, Finance

As per department’s requirement

S.N

Key Responsibilities

% Time Spent

1

Handling RO Portal requests and Preparation of Bonafide letters, Sending Attested copies of Certificates and Transcripts.

25%

2

Support in Student database maintenance

25%

3

Graduation related activities, Handling distribution of certificates and printing of Certificates

20%

4

Support in Historical Data Validation

30%

Total Time Spent on All Responsibilities

100%

SN

Key Result Area

Key Performance Indicator

Weightage

1

RO Portal Requests
Support in handling of requests in RO portal.
Preparing the Bonafide letters as per requirements.
Processing refunds wherever required and closing request after refund

Closing all request in timely manner ( within 24 hours of receipt of email)

25%

2

Student database maintenance
Flagging the absentees who doesn’t fall within the policy after the term across programmes.
Flagging the absentees who are crossing the limit specified in attendance report - One week after the end of Term
Maintain the students email list and alumni email ids across programmes for easy retrieval.

Timely flagging of absentees to respective team member to process LOA or withdrawal.

25%

3

Graduation related support
Maintaining the stock of Certificates, Stationery, Graduation folders.
Printing hard copy certificates.
Preparing labels and envelopes for graduations.
Support activities for distribution of certificates.
Preparing digitary files to be uploaded on Digitary.

Ongoing during graduation.

Error free and seamless coordination with various department to ensure Certificates distribution and sharing of data

20%

4

Support in Historical Data Validation
Manual verification of Previous years Transcripts.
Support in name verification for preparing Official Certificates.

Error free checking

30%