Assistant Manager- Controller of Examination (COE)

UPES; Dehradun; On-site; INR 800,000 - 1,400,000; Full time

Job summary

UPES in Dehradun seeks an Assistant Manager (COE) to oversee pre-exam to post-exam operations for undergraduate, postgraduate, and doctoral programs. You will manage scheduling, hall tickets, question paper logistics, invigilation, and evaluation workflows with strict adherence to university statutes and UGC guidelines.

The role requires 4–8 years in academic administration, a Master’s degree, and strong ERP, Excel, and data management skills, plus fluency in English and Hindi for formal

Qualifications

• Masters degree in any discipline; MBA/MSc/MCom/MTech preferred.
• 4 to 8 years in academic administration or exam cell management at a UGC-recognized university.
• Experience with Higher Education Examination ERP tools.
• Proficiency in English and Hindi for communication with Deans, faculty, and students.

Responsibilities

• Plan and coordinate pre-exam operations including calendar and seating.
• Oversee hall tickets, verification, and eligibility checks.
• Manage question paper logistics and secure storage.
• Supervise invigilation and material management during exams.
• Coordinate evaluation, tabulation, and results processing.
• Ensure confidentiality, audits, and grievance handling.

Skills

Communication

Leadership

Confidentiality

Education

Master's degree (MBA/M.Sc/M.Com/M.Tech preferred)

Tools

Excel (Advanced)

Database management

Higher Education Examination ERP

Job description

Job Purpose

The Assistant Manager (COE) plays a pivotal role in ensuring the smooth, confidential, and timely execution of all pre-examination, examination, and post-examination processes across various undergraduate, postgraduate, and doctoral programs offered by the university. The candidate will be responsible for operational planning, schedule management, evaluation logistics, transcript processing, and maintaining examination record systems while adhering strictly to university statutes and UGC guidelines.

Key Responsibilities & Duties

1. Pre-Examination Operations

• Scheduling & Planning: Assist in preparing and finalizing the annual academic calendar for examinations, end-term date sheets, and examination center seating layouts.

• Hall Tickets & Verification: Oversee student eligibility verification, attendance thresholds, and the automated generation and issuance of admit cards/hall tickets via the University ERP system.

• Question Paper Logistics: Coordinate the collection, formatting, secret printing, and confidential storage/distribution of question paper sets.

2. Conduct & Supervision of Examinations

• Invigilation & Logistics: Allocate invigilators, superintendents, and support staff for mid-term and end-term examinations across campus.

• Material Management: Ensure supply and inventory management of blank answer booklets, supplementary sheets, and stationery required during exam cycles.

• Discipline & Malpractice: Implement rules to prevent unfair means during exams and maintain logbooks for escalation to the Examination Disciplinary Committee.

3. Post-Examination & Evaluation Management

• Evaluation Center Coordination: Organize the central evaluation cell, barcode indexing, and secure dispatch/reception of evaluated answer booklets.

• Tabulation & Results: Coordinate with external examiners and faculty for timely entry of internal/external marks, grade moderation, and tabulation.

• Document Issuance: Oversee the printing and distribution of mark sheets, provisional certificates, transcripts, and degree certificates.

4. Systems, Records & Compliance

• ERP Integration: Maintain and update exam database modules for error-free grade cards and archival storage.

• Confidentiality & Audit: Ensure strict confidentiality regarding question papers, mark lists, and security records.

• Grievance Redressal: Manage student requests regarding re-evaluation, recount of marks, duplicate mark sheets, and degree verification.

Required Qualifications & Skills

Educational & Work Experience

• Education:Masters degree in any discipline (MBA/M.Sc/M.Com/M.Tech preferred)

• Experience: 4 to 8 years of experience in academic administration or examination cell management within a UGC-recognized university or autonomous college.

Core Competencies

• Technical Proficiency: Hands-on experience operating Higher Education Examination ERP tools, Microsoft Excel (Advanced), and database management.

• Confidentiality & Ethics: High integrity when handling sensitive university data, question papers, and official seal records.

• Operational Leadership: Ability to manage tight deadlines, coordinate large invigilation teams, and handle high-presssure exam seasons effectively.

• Communication: Fluency in written and spoken English and Hindi for smooth communication with Deans, faculty, external examiners, and students.