Assistant Manager – Admin Operations

Medhavi WISE; Campus (IL); On-site; USD 5,175 - 7,762; Full time

Job summary

Medhavi Skills University is seeking a capable Assistant Manager – Admin Operations to oversee daily campus admin, financial, facility, security, and compliance functions at the Bermiok Campus. You will interface with departments, vendors, and HQ to align activities with university policies.

You will ensure operational readiness of facilities, manage petty cash, track utility and rent payments, supervise security and transport, and support academic delivery with seamless admin services.

Qualifications

• Graduate in any field.
• Experience in campus administration or facilities management.
• Excel proficiency for reporting and data analysis.
• Strong cross-department coordination and communication skills.

Responsibilities

• Financial Administration & Petty Cash Control.
• Manage the “Yellow Bill” system with verified purchases.
• Execute monthly bill closing with zero errors.
• Maintain Petty Cash Register with weekly reconciliations.
• Track and coordinate utility payments and staff accommodation rent.
• Facilities & Infrastructure Management for campus blocks, offices, and hostel.
• Manage IT assets and coordinate resolutions with the IT Coordinator.
• Oversee security deployment and attendance, including female guard at the Girls’ Hostel.
• Vehicle & Transport Management including logs and maintenance schedules.
• Provide logistical support to Nursing, HIM, and IT departments to ensure uninterrupted academic delivery.
• Coordinate exam logistics, invigilation and equipment setups.
• Maintain documentation for compliance, HR, and reporting; submit weekly/monthly reports.

Skills

Excel

Vendor management

Communication

Attention to detail

Education

Graduate in any field

Job description

About Medhavi Skills University Medhavi Skills University (MSU) is a government-notified private State Skills University established under a State Act in Sikkim in 2021, dedicated to advancing quality skill-integrated higher education and entrepreneurship. Recognized by the UGC and aligned with the National Education Policy (NEP) 2020, MSU is a pioneer in converging the skilling ecosystem with formal higher education through its “Industry as Campus” model. The University collaborates extensively with industries and Skill Development Institutes to deliver work-integrated degree programs embedding structured on-the-job training within the curriculum. MSU is a recognised Awarding Body under NCVET, empanelled with DGT, and serves as an anchor university partner with NSDC and the PMU of NSDC International- collectively reinforcing its demand-driven, industry-co-led academic framework. Ranked 4th among India’s Top Skill Universities in the Outlook ICARE Rankings 2025 and supported by over 11 defence partnerships along with multiple national recognitions, MSU stands among India’s leading skill-integrated higher education institutions.

About Medhavi Skills University Medhavi Skills University (MSU) is a government-notified private State Skills University established under a State Act in Sikkim in 2021, dedicated to advancing quality skill-integrated higher education and entrepreneurship. Recognized by the UGC and aligned with the National Education Policy (NEP) 2020, MSU is a pioneer in converging the skilling ecosystem with formal higher education through its “Industry as Campus” model. The University collaborates extensively with industries and Skill Development Institutes to deliver work-integrated degree programs embedding structured on-the-job training within the curriculum. MSU is a recognised Awarding Body under NCVET, empanelled with DGT, and serves as an anchor university partner with NSDC and the PMU of NSDC International- collectively reinforcing its demand-driven, industry-co-led academic framework. Ranked 4th among India’s Top Skill Universities in the Outlook ICARE Rankings 2025 and supported by over 11 defence partnerships along with multiple national recognitions, MSU stands among India’s leading skill-integrated higher education institutions. For more information, visit https://www.msu.edu.in/

Role Overview

The Assistant Manager – Admin Operations serves as the operational backbone of the Bermiok Campus. This role is responsible for ensuring the seamless execution of daily administrative, financial, facility, security and compliance functions. You will act as the primary interface between campus operations, teaching departments (Nursing, HIM, IT), external vendors and the Dhanbad Headquarters, ensuring all activities align with university policies and regulatory standards.

Key Responsibilities

• Financial Administration & Petty Cash Control
• Manage the “Yellow Bill” system, ensuring all kitchen, fuel and petty purchases are verified, scanned and filed accurately.
• Execute the monthly bill closing process by ensuring zero billing errors and timely submission to HQ.
• Maintain the Petty Cash Register, ensuring all disbursements are supported by valid vouchers and reconciled weekly.
• Track and process utility payments (Electricity/Garbage) and coordinate rent payments for staff accommodation within stipulated deadlines.
• Facilities & Infrastructure Management
• Ensure operational readiness of all campus facilities, including academic blocks, offices and the Girl’s Hostel.
• Manage IT assets and issue logs; coordinate IT-related resolutions with the IT Coordinator.
• Monitor water supply and facility maintenance, ensuring no unresolved maintenance issues exceed 72 hours.
• Manage inventory for stationery and consumables, ensuring stock levels remain above defined minimums.
• Security & Access Management
• Oversee security deployment and attendance, ensuring 100% compliance with shift (including mandatory female guard deployment at the Girl’sHostel).
• Maintain the Security NRC Folder with accurate records of attendance, deployment and incidents.
• Conduct and document daily perimeter and facility security checks.
• Security & Access Management
• Oversee security deployment and attendance, ensuring 100% compliance with shift (including mandatory female guard deployment at the Girl’sHostel).
• Maintain the Security NRC Folder with accurate records of attendance, deployment and incidents.
• Conduct and document daily perimeter and facility security checks.
• Vehicle & Transport Management
• Serve as the custodian of campus vehicles (Bolero and DG); ensure rigorous maintenance of vehicle logs, meter readings and pump video recordings.
• Coordinate vehicle maintenance schedules with Dhanbad HQ.
• Manage driver attendance and reimbursement processes.
• Academic & Departmental Support
• Provide logistical support to Nursing, HIM, and IT departments to ensure uninterrupted academic delivery.
• Ensure classrooms, labs, and simulation areas are fully equipped and operational daily.
• Coordinate exam logistics, invigilation room arrangements and equipment setups.
• Compliance, HR & Reporting
• Maintain all physical and digital documentation (billing, security, attendance, vehicle logs, vendor files) in strict accordance with university filing standards.
• Submit all mandatory weekly and monthly reports (Financial, Attendance, Vehicle, Facility) to Dhanbad HQ by the prescribed deadlines.
• Manage direct reports (Security, Housekeeping, Kitchen staff, Drivers), including attendance tracking and payroll inputs.

Qualifications & Skills Required

• Graduate in any field.
• Proven experience in campus administration, facilities management or a similar operational role.
• Strong proficiency in Excel (for reporting), financial record-keeping and vendor management.
• High attention to detail, strong problem-solving capabilities, excellent communication skills for cross-departmental coordination and ability to work under strict

What We Offer

• Opportunity to architect and scale a future-focused, industry-integrated higher education ecosystem.
• Competitive compensation with performance-linked incentives.
• Leadership role in a rapidly growing national skills and university platform.
• A collaborative, mission-driven environment.
• The opportunity to create a measurable impact on employability and workforce transformation at scale.