Officer Administration

Birla Institute Of Technology And Science; New Delhi; On-site; INR 300,000 - 520,000; Full time

Job summary

Birla Institute Of Technology And Science in New Delhi seeks an experienced General Admin professional to support senior management with agendas, travel arrangements, correspondence, and office operations. The role includes centre management for examination coordination, records, MIS reporting, and ensuring compliance with institutional policies.

Graduate or postgraduate with 1-3 years in administration within education sectors is preferred.

Qualifications

• Graduate / Post-Graduate in any discipline.
• 1 to 3 years of post-qualification experience in General Administration and/or Education Operations, preferably in universities, educational institutions, training organizations, test-preparation institutes, or skill-development organizations.

Responsibilities

• General Admin: Manage agendas/travel arrangements/appointments for senior management/staff, handle calls and correspondence, support book-keeping, create/update records, schedule meetings and take minutes, handle guests and clients, track office supplies, submit reports and prepare presentations, maintain records and ensure compliance.
• Centre Management: Coordinate with examination centres for scheduling, capacity, infrastructure, examination requirements, onboarding, seating, invigilators, materials, and post-examination reports.
• Other: Coordinate office activities to secure efficiency, maintain MIS and documentation, provide administrative support to ensure office operation, and coordinate with internal stakeholders.

Job description

Role & responsibilities

General Admin:

• Manage agendas/travel arrangements/appointments etc. for the Senior Management/Staff.
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Support book-keeping procedures.
• Create and update records and databases with personnel, financial and other data.
• Scheduling Meetings and taking minutes.
• Handling guests and clients.
• Track stocks of office supplies and place orders when necessary.
• Submit timely reports and prepare presentations/proposals as assigned.
• Preserving office records, Agreements.
• Conducting employee orientation.
• Completes operational requirements by scheduling and assigning administrative
• projects and expediting work results.
• Ensures the operation of equipment by completing preventive maintenance
• requirements, calling for repairs, maintaining equipment inventories and evaluating
• new equipment and techniques.
• Maintains supplies inventory by checking stock to determine inventory level,
• anticipating needed supplies, placing and expediting orders for supplies.
• Updating office manuals and brochures.
• Managing electronic and printed files.
• Assist colleagues whenever necessary.
• Provides administrative support to ensure the efficient operation of the office.
• Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
• Coordinate office activities and operations to secure efficiency and compliance to
• company policies.

Centre Management:

• Coordinate with examination centres for scheduling, capacity, infrastructure, and examination requirements.
• Support exam centre onboarding and ensure readiness before each examination.
• Coordinate student lists, seating arrangements, invigilators, examination materials, and other centre requirements.
• Monitor examination-day activities and coordinate with centres for timely resolution of issues.
• Escalate examination-related incidents and operational issues to the concerned team.
• Support secure handling, distribution, collection, and reconciliation of examination materials.
• Maintain centre-wise records, attendance, incident reports, and examination documentation.
• Coordinate post-examination activities and ensure timely submission of centre reports.
• Maintain trackers and prepare MIS related to centre readiness and examination conduct.
• Support implementation of examination SOPs and process improveme.

Qualification and Personal Profile

• Graduate / Post-Graduate in any discipline.
• 1 to 3 years of post-qualification experience in General Administration and/or Education Operations, preferably in universities, educational institutions, training organizations, test-preparation institutes, or skill-development organizations.

Other Skill and Ability Requirements

• Strong operational planning, execution, and process management skills.
• Good coordination, interpersonal, and communication skills.
• Strong attention to detail with effective follow-up and closure.
• Good problem-solving, decision-making, and multitasking abilities.
• Proficiency in MS Office applications and MIS/reporting.
• Ability to work effectively under tight deadlines and manage multiple priorities.
• Strong vendor and partner coordination and relationship management skills.
• High level of integrity, professionalism, and confidentiality.
• Ability to effectively support and coordinate with internal stakeholders.
• Strong focus on maintaining accurate and timely documentation.
• Ability to ensure the effective and optimal utilisation of organisational resources.
• Commitment to maintaining a safe, healthy, and professional workplace.
• Strong planning and execution orientation, with clear and timely communication.