Associate/ Senior Associate- AFA

Associate/ Senior Associate with Academic Services and Administration

Job Title:

Associate/ Sr. Associate

Function:

Course, Bidding & Faculty Support

Name of Job Holder:

Location:

Mohali

Reports to position:

Manager – Bidding & Faculty Support – Mohali

Band:

Job Purpose

To support departmental AACSB requirements. To contribute to student learning by providing good quality course packs. To administer venue management, atrium update etc.

Job Outline

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.

Job Specification
Knowledge / Education	Specific Skills	Desirable Experience
Bachelors Degree Experience in administration	MS Office, Co-ordination Problem solving skills Communication, Interpersonal Skills, Multitasking ability Time management skills & attention to detail	2-3 years

Job Interface/Relationships:

Internal

External

ITCS/ AV support
LRC
Central Printer
Data Center

S.No	Key Responsibilities	% Time Spent
1	Provide support for data related work and Course evaluations	35%
2	Provide necessary support towards the case overlaps, venue management etc.	30%
3	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.	25%
4	To interact with internal customers as and when required	10%
	Total Time Spent on All Responsibilities	100%

S.No	Key Result Area	Key Performance Indicator	Measure	Weightage
1	Course Related	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.	25%
2	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	10%
3	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. Weekly As and when required.	5%
4	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 - Daily	5%
3	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)	10%
5	Venue Management	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 20^th Booking of LTs for PGP Classes for Elective Term: by February 20^th	10%
7	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	20%
8	PGP Weekly Schedule	Send the weekly PGP class schedule to service providers for making necessary arrangements for the classes	On every Friday during classes	5%
9	Support Activities	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	10%