Job Title:

Sr. Associate/Asst Manager

Function:

Administration and Operations

Reports to position:

AD

Location:

Hyderabad

Reportees to Position:

None or Associate

Band:

A4

Job Purpose

Responsible for all administrative, logistics, and events related activities of the RCI and programmes in the department.

Job Outline

Job Specification

Knowledge / Education

Specific Skills

Desirable Experience

Bachelor’ degree in hospitality management/master’s in management or related filed is preferred.

Proven experience in organizing events and operations.

Excellent communication skills (verbal and written),

Excellent Interpersonal skills,

Excellent organization skills

Customer service orientation

A knack of problem solving

Sense of urgency,

ability to manage multiple responses and with multiple stakeholders at the same time,

Good negotiation skills,

Excellent in coordination & attention to details.

Language proficiency: English and Hindi

4-5 years

Job Interface/Relationships:

Internal

External

• Manager Outreach
• Finance department
• Commercial department
• IT/AV/DC services
• LRC
• Operations
• Sr. Manger Academics

• Vendors
• F&B service provider
• Travel desk
• Others

Sr .No.

Key Result Area

Activities

1

CBA Programme and events

·         Logistics support for the AMPBA programme residencies/orientation/graduation.

·         Order joining/welcome kits and study-material (after approval from necessary authority) etc. for the new class.

·         Make accommodation and travel arrangements for faculty and guest speakers for AMPBA and events.

·         Processing of all AMPBA/Events/IIDS payments

·         Maintain inventory/stock details of the IIDS/AMPBA and procure inventory needed from time-to-time (bags, books, software’s licenses, laptops, other accessories, pens, notebooks/diary etc.).

·         Coordinate and communicate with students for organizing logistics and operations

·         Prepare event expenditure and submit to AD/ED for approval

·         Coordinate with LRC on procuring case studies, books etc. in coordination with Manager Academics

·         Industry speaker series (travel logistics, accommodations video recording, etc.)

2

Summit/Conferences/Workshops

• Plan and organize events with attention to financial and time constraints

·         Plan event from start to finish according to requirements, target audience and objectives

·         Provide logistics and administration support for summit/conferences.

·         Coordinate all operations

·         Coordinate with vendors

·         Prepare event expenditure for the events and get necessary approvals from finance and other authorities

3

Alumni Engagement Activities

·         Coordinate with Manager Outreach for organizing logistics and operations of the alumni events on campus and off-campus(city-wise)

4

Facilities management

·         Responsible for preparing the residency and programme calendar based on facility availability.

·         Blocking the facilities (LT, Accommodation, Meeting rooms, Dining and event space etc.) to organize the programmes and events.

5

Payment Processing

·         Event budget planning

·         Coordinate with vendor and finance/commercial team for all the event invoice processing

·         Coordinate with Manager outreach and capstone project sponsors for processing of capstone project invoices and payments.

6

Project Schedules

·         Maintaining the project schedules for the research/industry projects.

7

AV Setup

·         Coordinate with the vendors and AV team and organize the IT/AV set up for residency and events.

·         Organize the av set up during the residency/events.

8

Any Other work

·         Willingness to do and take responsibility of any other work of the department and programme.

Any Other Significant Input

Travel outstation and work on weekends and holidays will be required for events/summits/conferences and the AMPBA programme.

The candidate should be willing to travel outstation and work on weekends and holidays.