Job Title:

Intern

Function:

Faculty Secretarial Support

Reports to position:

Senior Manager, Bidding

Location:

Mohali

Reportees to Position:

NA

Band:

Job Purpose

To ensure all faculty teaching at Mohali are supported in boarding, lodging, travel, local information and day to day updates.  Efficient execution of all of the classroom functions especially seating layouts, venue info and ready support of ASA/IT whenever requested. To ensure comfortable offices for faculty and to liaise with other departments such as Sarovar, IT, Security, FO, ASA, AAs so that faculty is not inconvenienced,

Job  Outline

For all the Visiting faculty and resident faculty teaching in PGP, blocking offices and setting up offices before their arrival. Preparing welcome kits, personalised schedules and emergency contact details and placing all in offices before their arrival. Preparing Instructor handbook. Making appointments with students and staff. Helping them planning the trips local and outstation. Coordinating with IT for the IT catalogues and internet connectivity for their devices. Preparing ID card for their smooth access to the campus. Preparing Name templates and door templates for all the faculty teaching in Term. Providing cash advance as per the policy. Providing the documents of Faculty to the person Coordinating for FRRO for the Visiting faculty. Coordinating with F&B and housekeeping staff for the requirements of faculty in between classes, like arranging tea/coffee, lunch in between classes.

Providing the flight options to the faculty for domestic and international travel according to the class schedules and timings. Making the bookings for domestic travel and coordinating with the travel desk for the International tickets. Booking hotels for faculty whenever required, following up with the travel desk for the bookings. Booking accommodation on campus and informing  the security, Main Gate and staff about their arrival on campus. Booking domestic flights for the guest speakers and making all the arrangements for their stay ,F&B and informing the security accordingly. Booking cabs for Pick up and drop both local and outstation. Following up with the vendor for the details and making sure that the driver report on time for hassle free travel to the campus of faculty and guest speakers. Sharing the cab details with the faculty by messages and emails.

Submitting final invoices of all the Visiting Faculty to Finance and following up for the payments. Taking signatures on contract, filling bank information sheet, 10 F and collecting all the receipts for travel reimbursements. Entries on SAP for travel reimbursement and recoveries. Keeping the hard copies of all the invoices for our records. Settlement of the flight tickets on Travel portal for approvals and submitting the tickets and approvals in finance for closing the tickets from my end

Procuring the stationery for classes, faculty offices and department. Distributing it to the staff

as per the requirement and availability of the items in stock. Maintaining the records for expenses. Giving faculty/ guest speakers mementos after their arrival on campus. Maintaining records.

Job Specification

Knowledge / Education

Specific Skills

Desirable Experience

·        Bachelors Degree/Diploma

·       At least 2 years experience in Secretarial Support roles or similar

·   MS Office, Planning, Co-ordination

·   IT Skills

·   Problem solving skills

·   Highly proactive

·   Communication, Interpersonal Skills, Multitasking ability, Time management skills and attention to detail

2-4 years with minimum 2 years in a reputed Organization for secretarial work.

Job Interface/Relationships:

Internal

External

• Sarovar
• Travel Desk
• ASA
• LRC
• Operations Team
• Finance Team

• Airlines/Travel Vendors
• Cab vendors
• Stationary vendors
• ISB Security
• Wellbeing centre

S.N

Key Responsibilities

% Time Spent

1

Boarding and Lodging of faculty

25%

2

Travel of faculty

25%

3

Offices of faculty

15%

4

Stationary and departmental support

15%

5

Processing Invoices, Advances and documentation related to faculty’s visit

20%

Total Time Spent on All Responsibilities

100%

SN

Key Result Area

Key Performance Indicator

Measure

Weightage

1

Boarding and Lodging of faculty and ensuring their comfortable stay

• For all the Visiting faculty and resident faculty teaching in PGP, blocking offices and setting up offices before their arrival.
• Preparing welcome kits, personalised schedules and emergency contact details and placing all in offices before their arrival.
• Preparing Instructor handbook. Making appointments with students and staff. Helping them planning the trips local and outstation. Coordinating with IT for the IT catalogues and internet connectivity for their devices. Preparing ID card for their smooth access to the campus
• Preparing Name templates and door templates for all the faculty teaching in Term. Providing cash advance as per the policy.
• Providing the documents of Faculty to the person Coordinating for FRRO for the Visiting faculty.
•  Coordinating with F&B and housekeeping staff for the requirements of faculty in between classes, like arranging tea/coffee, lunch in between classes.

• Timeliness
• Accuracy
• Matching requirements
• Constant support throughout stay
• Secretarial Support
• Coordinating with F&B and FO for all barding and lodging issues    

25%

2

Travel of faculty

• Providing the flight options to the faculty for domestic and international travel according to the class schedules and timings. Making the bookings for domestic travel and coordinating with the travel desk for the International tickets.
• Booking hotels for faculty whenever required, following up with the travel desk for the bookings. Booking accommodation on campus and informing  the security, Main Gate and staff about their arrival on campus.
•  Booking domestic flights for the guest speakers and making all the arrangements for their stay ,F&B and informing the security accordingly.
• Booking cabs for Pick up and drop both local and outstation. Following up with the vendor for the details and making sure that the driver report on time for hassle free travel to the campus of faculty and guest speakers. Sharing the cab details with the faculty by messages and emails.

• Effiency
• Accuracy
• Cost effective
• Comfortable
• Error free
• Best Options
• Local by laws esp thru Covid and crisis
• Safety

25%

3

Offices of faculty

• Blocking offices
• Ensuring Offices were well stocked and loaded Maintaining Office requirements including IT
• Responding to queries and concerns and secretarial requirements

• Comfortable
• Well equipped
• Clean    

15%

4

Stationary and departmental support

• Supporting ASA wherever required
• Ensuring department is provided all the stationary that it requires
•  

• Adequate Stationary

15%

5

Processing Invoices, Advances and documentation related to faculty’s visit

Submitting final invoices of all the Visiting Faculty to Finance and following up for the payments.

Taking signatures on contract, filling bank information sheet, 10 F and collecting all the receipts for travel reimbursements.

Entries on SAP for travel reimbursement and recoveries. Keeping the hard copies of all the invoices for our records. Settlement of the flight tickets on Travel portal for approvals and submitting the tickets and approvals in finance for closing the tickets from my end

• Accuracy
• Timelines
• Reminders
• Liaising with Finance
•  Query handling

20%

Any Other Significant Input

The intern will support the Faculty Secretary with all faculty related activities and ensure that the experience of visiting and Resident faculty coming from ISB Hyd campus have very comfortable stays on campus in every aspect.