Assistant Manager

Birla Institute Of Technology And Science; Mumbai, Thane; On-site; INR 600,000 - 900,000; Full time

Job summary

Birla Institute Of Technology And Science in Mumbai seeks an experienced Academic Administrator to oversee document standards and records, collaborate with faculty, and support semester planning. You will contribute to quality assurance, audits, and data reporting while managing contracts, rooms, and reimbursements.

Ideal candidates hold a relevant degree with 3-5 years in academic administration, and are proficient in MS Office with strong organizational skills.

Qualifications

• Bachelors or Masters degree in any relevant discipline.
• Minimum 3-5 years of relevant experience in academic administration.
• Experience in academic documentation management and credit mapping.
• Familiarity with academic regulations and QA processes.
• Strong understanding of academic programme structures and credit systems.

Responsibilities

• Oversee creation, maintenance, and standards for academic documents.
• Manage archiving and retrieval of academic records.
• Collaborate with faculty to gather and update documentation.
• Assist in planning semester commencements and orientation.
• Contribute to QA activities including data collection and reporting.
• Coordinate audits and maintain course credit mapping database.
• Provide admin support to committees and meetings; prepare agendas and minutes.
• Prepare academic reports and presentations; support policy implementation.
• Improve academic processes and systems; handle reimbursements and procurements.
• Oversee studios, equipment, and rooms; coordinate with IT and facilities.
• Manage faculty contracts, timesheets, and timely grade submission.

Skills

Organizational skills

Analytical skills

Problem-solving

Communication skills

MS Office

Education

Bachelor's or Master's degree

Tools

MS Office Suite

Job description

Role & responsibilities

a) Academic Document Management: Oversee the creation, maintenance, updating, and adherence to standards for all essential academic documents (course outlines, syllabi, program structures, calendars, handbooks).

b) Record Management: Efficiently manage the archiving and retrieval of academic records through organized systems for easy access and long-term preservation.

c) Faculty Collaboration: Work closely with faculty and departments to gather, organize, and update documentation, ensuring alignment with program needs.

d) Semester Commencement Support: Assist in planning and executing activities for the start of each semester, including schedules, resources, registration, and orientation.

e) Quality Assurance Support: Contribute to the development, implementation, and monitoring of academic quality assurance, including data collection and reporting.

f) Audit and Credit Mapping: Coordinate academic audits and reviews and ensure accurate maintenance of the course credit mapping database.

g) General Academic Support:

• Provide administrative support to academic committees and meetings, including preparing agendas, minutes, and follow-up on action items.
• Assist in the preparation of academic reports and presentations.
• Support the implementation of academic policies and procedures.
• Contribute to the continuous improvement of academic processes and systems.
• Undertake other academic-related tasks as assigned Programme Head.
• Manage reimbursements, departmental purchases, track expenses, and coordinate with finance for timely payments to vendors and visiting faculty.
• Oversee studio spaces, equipment, and supplies, coordinating with IT and facilities for resource availability. Book rooms, studios, and labs for classes and events.
• Manage faculty contracts, timesheets, documentation, and support timely grade submission.

Preferred candidate profile

• Bachelors or Masters degree in any relevant discipline.
• Minimum of 3-5 years of relevant experience in academic administration, preferably within a design or higher education institution.
• Proven experience in academic documentation management, academic quality assurance processes, and credit mapping. Familiarity with academic regulations, quality assurance frameworks and best practices in higher education.
• Strong understanding of academic programme structures and credit systems.
• Excellent organizational, analytical, and problem-solving skills.
• High level of accuracy and attention to detail.
• Strong written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint).
• Ability to work independently and as part of a team.
• Ability to handle confidential information with discretion.

Desired Skills:

• Experience with Learning Management Systems (LMS) and other academic software.
• Knowledge of design education principles and practices.
• Familiarity with data analysis and reporting tools.