Job Description

Function:

Academic & Student Affairs Department

Location:

Hyderabad

Reports to Position:

Director - Academic & Student Affairs

Band:

A4

Reportees to Position:

None

Job Purpose

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To assist resident faculty and visiting faculty in their daily administrative requirements leading to smooth functioning and enabling a good experience during PGP teaching.

Job Outline

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The job holder is responsible for handling the administrative activities within the department for PGP ensuring good experience for the visiting faculty and resident faculty to carry out their activities with ease.



The jobholder is also responsible for arranging travel for the visiting faculty and resident faculty and making stay arrangements at both Hyderabad and Mohali campuses.



As a part of responsibilities towards Visiting Faculty, the job holder is required to ensure that final Honorarium payment Invoice is made on time.




The job holder is also responsible for assisting in the preparation of course material and arranging the Class Seating Layout Chart for the Students. The person is also responsible for processing of all course material related invoices and POs.




S/he is responsible for maintaining stationery and issuing Mementos for the Guest speaker.

Job Specifications

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Knowledge / Education:

Bachelor's Degree/ Postgraduate
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Specific Skills:

Interpersonal skill Secretarial skills Coordination skills Communication skills Meticulous planning and Organizing Time Management Multitasking and Attention to details Negotiation Skills Listening skills
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Desirable Experience:

2 - 5 years

Job Interface/Relationships

Internal

External

Resident Faculty Departments: ASA, External Relations, Operations, IT/ AV, Network, Mail room, Finance, Commercials, dining outlets, Central Printer

Vendors

Key Responsibilities

% Time Spent

To assist Visiting and Resident faculty in all other administrative related work from classroom set up, office set up, Visa for VF and other logistics 30%


To assist and support Resident faculty, Visiting Faculty, guest speakers with travel accommodation, F&B requirements 30%


To ensure final honorarium payment Invoice for the visiting faculty is completed within specified time and ticket settlements on BAZ 15%


To raise Pos, process invoices for all course related expenditures for both campuses. 15%


To support in departmental activities: stationery procurement, BAZ, graduation & placement 10%

Total Time Spent on All Responsibilities

100%

Key Result Area

Key Performance Indicator

Measure

Weightage

Administrative support to all Visiting Faculty and Resident Faculty from Hyd and course material compilation

Blocking offices and setting up before their arrival Accommodation Preparing welcome kits, personalized schedules, and emergency contact Planning the trips local and outstation IT catalogues and internet connectivity Preparing ID card for smooth access to the campus Name templates and door templates Cash advance as per the policy Documents for FRRO for the Visiting faculty Coordination with F&B and housekeeping staff for the requirements in between classes Coordinating with LRC on the required readings/materials for a course

Number of Faculty and compilation of the error free course packs to facilitate student learning
30%

Travel, accommodation and F&B arrangements for Visiting and Resident, guest speakers

Flight bookings both international and domestic Hotel Bookings Cab booking local and outstation Guest speakers' arrangement flights, cabs accommodation Booking cabs for Pick up and drop both local and outstation Details sharing with faculty via SMS and emails Follow ups with cab vendor

Timely bookings Timely follow ups
30%

Final invoice and tickets settlements

Final invoices of all the Visiting Faculty Taking signatures on contract, filling bank information sheet, Tax Residency certificates/ PAN cards and collecting all the receipts for travel reimbursements SAP Entries Records of invoices Maintaining the course wise expense sheet to keep a track of the utilized budget Submission to Finance and following up for the payments Settlement of the flight tickets on Travel portal and with finance team

Timely submission of payment documents and follow up with Faculty in case of any delays in receiving the required documents
15%

Course related , Seating layouts and Exam

Course related assistance ( venue bookings, procurement of course material, gifts and rewards) Compilation of course Packs Seating layouts Support during LEAD Support in paper invigilation and paper viewing

Layouts, once in Core and twice in Elective
15%

Departmental Stationery mementos and other activities

Procurement of stationery Maintaining records Dry runs SAP and BAZ support Mementos for Guest speaker Maintaining records for expense

As and when required
10%


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Any Other Significant Input

Good communication and interpersonal skills





To apply, please write to talent_acquisition@isb.edu.


Hyderabad Campus
Indian School of Business



Gachibowli, Hyderabad - 500111



Timings : Monday- Friday, 08:00 AM IST to 06:00 PM IST040 23187777 0172 4591800 careers_hyderabad@isb.edu careers_mohali@isb.edu careers_ra@isb.edu
Mohali Campus
Indian School of Business



Knowledge City



Sector 81, SAS Nagar ,Mohali - 140 306