Senior Associate

GUS EDUCATION INDIA; Hyderabad; On-site; INR 250,000 - 350,000; Full time

Job summary

GUS EDUCATION INDIA in Hyderabad is seeking an Administrative Coordinator to manage the university's communications, attendance data, and timetable-related updates. The role focuses on ensuring timely responses, accurate record-keeping, and clear information flow.

You will coordinate with tutors, staff, and students, maintain attendance trackers, prepare reports, and support onboarding events. Proficiency in MS Office and data handling is essential; Power BI is a plus.

Qualifications

• Fluency in English and professional writing desirable.
• Excellent organizational and communication skills.
• Proficiency in MS Excel, mail merge; Power BI is a plus.
• Ability to multitask in a fast-paced environment.
• Attention to detail and data accuracy.
• Experience in education sector advantageous.

Responsibilities

• Manage shared mailbox and respond to inquiries promptly.
• Send official letters to students including attendance and schedule changes.
• Prepare and manage attendance trackers and reports.
• Notify staff and students of schedule changes and cancellations.
• Share information with students via multiple channels.
• Send absence emails to students.
• Remind tutors about attendance tracking.
• Monitor attendance patterns and report insights.
• Compile and disseminate weekly meeting minutes.
• Talk to students about attendance concerns.
• Share student status information with other teams.
• Prepare student lists and management for enrolment and planning.

Skills

Fluency in English

Strong organizational skills

Strong communication skills

MS Excel

Mail Merge

Power BI

Multitasking

Attention to detail

Team collaboration

Tools

MS Excel

Mail Merge

Power BI

Job description

Specific Responsibilities

• Managing Shared Mailbox - Efficiently manage the university's shared mailbox, ensuring timely responses and appropriate handling of incoming communications.
• Sending Student Letters - Prepare and dispatch official correspondence to students, including letters related to attendance, schedule changes, and other relevant matters.
• Preparing and Managing Attendance Trackers and Reports
• Develop and maintain attendance trackers, ensuring accurate recording of student attendance data. Generate attendance reports on a regular basis.
• Notifying Staff and Students of Schedule Changes and Cancellations
• Effectively communicate any schedule changes or cancellations to both staff and students, facilitating smooth transitions.
• Sharing Information with Students - Disseminate important information to students, including reminders, event notifications, and policy updates, through various channels.
• Sending Absence Emails to Students - Issue absence notifications to students, ensuring clear communication regarding their attendance status.
• Reminding Tutors Regarding Attendance Tracking - Prompt tutors to complete attendance trackers in a timely manner and report any discrepancies or neglect in attendance recording.
• Attendance Monitoring - Monitor student attendance patterns and identify areas for intervention or support as necessary.
• Meeting minutes - Compile and disseminate weekly meeting minutes, highlighting key metrics and insights for internal review.
• Talking to Students (Attendance) - Engage with students directly to address attendance-related concerns, providing guidance and support as needed.
• Sharing Student Status Information with Different Teams -Collaborate with other university departments to share student status information upon request, facilitating seamless coordination and support.
• Preparing Student Lists and Management - Generate and manage student lists for various purposes, such as enrolment, assessments, and academic planning.

Teamwork

• Support colleagues to provide an efficient, flexible, proactive customer focused service.

Professional Skills

• Actively take responsibility for your own personal career development in all respects.
• Through active networking and research develop an awareness and knowledge of the Higher Education sector.
• Enhanced Microsoft Office skills, in particular Excel and Word.
• Enhanced database skills

Additional tasks

• Student Communication Through Calls - Conduct phone communication with students regarding elite programs, intermission, re-admission, assessments, and financial matters as needed.
• Sharing and managing Calendars - Coordinate the sharing of calendars with tutors and students to facilitate scheduling and communication.
• Gathering Information for Intermission/Re-admission Requests - Collect and collate necessary information for intermission and re-admission requests, ensuring accuracy and completeness.
• Preparing and Updating Live Data Reports - Develop and maintain live data reports for new student intakes, providing real-time insights into enrolment and demographics.
• Other Reports - Generate additional reports as requested, providing analytical support and insights to inform decision-making processes.
• Induction/Orientation Attendance
• Manage attendance records for induction and orientation programs, ensuring smooth onboarding experiences for new students.

Essential

• Fluency in English, ideally professional writing as well
• Strong organizational and communication skills.
• Proficiency in IT, including intermediate skills in MS Excel, mail merge, and ideally PowerBI (desirable).
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Attention to detail and a commitment to accuracy in data management.
• Ability to work collaboratively with diverse teams and stakeholders.
• Experience in a similar administrative role within the education sector is advantageous.

Desirable

• Ability to identify opportunities for improvements to practices.

Behavioural

• Customer focused attitude to work
• Flexible, positive
• Ability to remain calm under pressure.
• Conscientious and committed to the organisation and department.
• Commitment to team-working and support Methodical approach.
• Able to work independently, but also part of a wider team.
• Customer-focussed attitude to work
• Excellent attention to detail
• Able to deal calmly and professionally with difficult situations.