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Associate/ Senior Associate with Academic Services and Administration
Associate/ Sr. Associate
Course, Bidding & Faculty Support
Name of Job Holder:
Reports to position:
Manager – Bidding & Faculty Support – Mohali
To support departmental AACSB requirements. To contribute to student learning by providing good quality course packs. To administer venue management, atrium update etc.
As an Associate/Sr.Associate of the Academic Services and Administration (ASA) department, the job holder is expected to support the ASA data requirements in easily retrievable form and maintain proper records.
The incumbent is expected to provide support to the Manager in preparation of Master Schedules, customized class schedules for faculty from master schedule, venue management, managing ASA Assist mail id, responding to internal & external requirements of department, compiling & providing faculty ratings given by students in core and elective courses etc.
The prospective candidate need to prepare, maintain the database of the readings/cases used across courses, check the overlap and ensure there is no repetition of cases.
With regard to people responsibilities the incumbent is supposed to closely work with other team members and has to exhibit a better team player role. Further, she/he needs to continuously exhibit her/his passion towards enhancing performance & productivity. The job holder is also expected to handle queries and escalations forwarded by the team and other relevant source.
Knowledge / Education
Experience in administration
MS Office, Co-ordination
Problem solving skills
Communication, Interpersonal Skills,
Time management skills & attention to detail
ITCS/ AV support
% Time Spent
Provide support for data related work and Course evaluations
Provide necessary support towards the case overlaps, venue management etc.
Compilation of good quality course pack to facilitate student learning. Coordinate with course managers to get the text book details. Preparation of customized class schedule for faculty from the master schedule and faculty profiles. Prepare faculty profile for new faculty from the website in the specified format.
To interact with internal customers as and when required
Total Time Spent on All Responsibilities
Compilation of course pack to facilitate student learning
Prepare faculty profile for new faculty from the website in the specified format
Preparation of customized class schedule for faculty from the master schedule
Good quality and error free course pack to be ready for distribution to the students by the fifth week of every term
To ensure flawless class schedules are prepared and shared with the respective course managers within two days of receiving the master schedule.
KM Portal and AACSB Database support
Preparation of templates for each activity of the department for collection of data uniformly across years
To store the ASA data to meet the requirements of data management in easily retrievable form and maintain proper records
Provide information / data to Dean’s office and Faculty development office as per their requirement
Ensure that data is collected proactively from the respective managers and stored at a central location within one week of completion of respective activity
Internal within department or other departments in ISB
Interaction with ITCS for the system configuration for Visiting Faculty & Guest.
Interacting with Finance for the bills submission of the faculty, follow up for the reimbursements for the research related bills of the faculty which are charged to different budgets.
Interaction with the commercial department for coordinating the purchase request by resident faculty.
Before the commencement of every term and as and when required on day to day basis.
As and when required.
External with Vendors
Making arrangements for the hotel bookings, booking the travel tickets and visa arrangements for the faculty.
Interacting with the Sarovar Cab Desk for the Cab bookings for the faculty.
Coordinating with Mail room, Sarovar as and when required.
Interaction with vendor for booking / ordering of Channel 6.
Interaction with the Central Printers for the printing of course material and handouts.
As and when required.
As and when required.
Before the commencement of every Term
During the Term -
Compilation of Course evaluations and preparation of summary ratings
To facilitate the faculty with the ratings given by the students
To keep all the reports ready within four days after the last session of each course (mid/end term)
Manage Venue booking and approvals through a-mantra software
Booking of LTs for PGP Classes during the academic year
Approve the venues prior to 15 days of the event date
Booking of LTs for PGP Classes for Core Term: by January 20th
Booking of LTs for PGP Classes for Elective Term: by February 20th
Case Database Overlap
Maintaining database of readings/cases used across courses, check the overlap & ensure there is no repetition of cases
CORE: 8-10 weeks before the beginning of the term
Elective: 2 weeks before indicative bidding
PGP Weekly Schedule
Send the weekly PGP class schedule to service providers for making necessary arrangements for the classes
On every Friday during classes
Work in a team good quality course pack to facilitate student learningWork in to support all the activities of the department such as Conducting paper viewing, exam Invigilation, centralized grading, graduation related work and registration work.
Providing continuous and proactive support for departmental activities
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