Academic Management

Job Description

Role : Academic CoordinationCampus: Pearl Academy, MumbaiJob title: AM/Manager (Academic Coordination)Reporting to: RegistrarWork Location : Marol, Andheri (East), MumbaiWork timings : Mon-Fri | 8:30AM-5PMSUMMARY OF THE OVERALL JOBThe position is responsible for providing support to the Academic Team in routine/ operational activities pertaining to Academic Administration, including data management, student communication, attendance management and logistics/ administrative arrangements for workshops/ student trips, etc. The position acts as a link between the assigned course(s) and the Registrars Office, in terms of providing requisite data/ reports pertaining to the course(s), supporting administration of Student Feedback Surveys, etc.The position is also responsible for providing support for Institutional Activities, as required.KEY FUNCTIONS / RESPONSIBILITIES:TIMETABLE AND ATTENDANCE MANAGEMENTSupport for Timetable Preparation & Rescheduling of Classes .To provide data entry support to Course Leader(s) (CL(s)) and coordinate with the CL(s) and the Registrars office for timetable preparation for the assigned course(s) .To share timetable with the faculty members and students, on a weekly basis .To coordinate with the CL(s), faculty members and Registrars office for day-to-day rescheduling of classes and map these changes in the timetable in OnEdu Software, for attendance management. To communicate changes in the timetable to the faculty members and students .To undertake daily rounds of classes to monitor Timetable adherence and submit Daily Class Audit Report to the Campus Director Attendance Management .To create attendance sheets for each section, on a weekly basis, and share these attendance sheets with faculty members for taking attendance during classes .To collect filled attendance sheets from the faculty members at the end of every week. To tally the students attendance on the attendance sheets and OnEdu Software .To monitor attendance of the students on a weekly basis and highlight cases with consecutive absents to the respective CL(s), for counselling .To generate attendance reports of the students and share these reports with the respective CL(s) and the Registrar.To support preparation and send e-mails/ letters to students/ their parents in instances of low attendance, as required .To maintain Faculty Engagement Time (FET) data on OnEdu Software and address FET-related queries of the CL(s) and other faculty members.STUDENT INTERFACE:To distribute Student Kits and other relevant documents to the students at the beginning of academic session/ semester, as required.To disseminate relevant information to students, under the guidance.KEY FUNCTIONS / RESPONSIBILITIES: CL(s) (e.g.: specific messages from School Head/ Area Head/Registrar, upcoming events/ competitions/ workshops, etc.) including suggesting students to check Black Board.To undertake locker management, as required.To receive day-to-day queries/ issues from students (e.g.: attendance, loss of RFID cards, etc.), and coordinate with other departments to facilitate resolution of these queries/ issues.SUPPORT FOR ACADEMIC ACTIVITIES Referral/ Deferral Letters & Follow-up with Students for Submission.To prepare Referral/ Deferral letters and coordinate with the Registrar s Office and the CL for sign-off on these letters.To support distribution of Referral / Deferral. Letters to the students .To follow-up with the students, who have received Referral/ Deferral, for timelysubmission Tracking & Recordkeeping of Formative & Summative Feedback .To share feedback format (customized for each Module) with the Tutors/ Module Leaders .To track and follow-up with the Tutors/ Module Leaders for timely completion of formative/ summative feedback and distribution of feedback sheets to the students. To highlight specific cases that require intervention to the respective CL(s) .To maintain a record of the formative and summative feedback given to the students Tracking of Module, Assessment Sheets Preparation & Assisting CLs in Marks Collation .To share the format for Module Assessment Sheet with the Tutors/ Module Leaders .To track and follow-up with the Tutors/ Module Leaders for timely assessment and completion of Module Assessment Sheets. To highlight specific cases that require intervention to the respective CL(s) .To collect filled Module Assessment Sheets from the Tutors/ Module Leaders .To assist CLs, if needed, to collate section-wise and level-wise marks InternalCoordination and Logistics/ Administrative Support for Academic Activities/ Meetings .To undertake internal coordination with other departments at Pearl Academy and provide administrative/ logistics/other support for execution of Industry Visits/ Field Trips, Guest Talks, Workshops, Juries, and any other meeting, as required .To keep record of minutes for Course Committee Meeting, Interim Review Meetings, Progression Board/ Exam Board, Appeal Committee Meetings.DATABASE MANAGEMENT & RECORDKEEPING: Cohort File Management.To undertake due diligence of Cohort Files of students in the assigned course(s) to ensure that necessary documents have been received from the students and filed in the respective Cohort Files, as per the specified guidelines. To follow-up with the students for submission of pending documents .To update the Cohort Files on a regular basis, as required Data/ Document Collection from Students .To collect and maintain students data (e.g.: contact details of students and their parents). To share this data with the CL(s), faculty members and Registrar s office, as required .To collect documents from the students such as Medical Certificates,Consent Forms/ Indemnity Bonds for Industry Visits/ Field Trips, etc. and undertake recordkeepingInternship and Placement Data of Students .To maintain data pertaining to internship and placements (e.g.: students preferences, placement status of students, contact details of the companies, etc.). To share this data with CL(s) and Corporate Relationship Department (CRD), as required School-wise/ Course-wise Data for School Activity Report .To collate and maintain relevant course/ school- related data for School Activity Report (e.g.: competitions won, research papers published, etc.) and submit this data to the CL(s)/ Area Head(s)/ School Head(s), as required.PROPOSALS AND PAYMENT PROCESSING:To provide support to the CL(s) for preparation of Proposals (for requisitions such as materials required for the course, Workshop, Guest Talk by Industry Expert, Student Trips, etc.), including data entry in the specified formats/ templates.To coordinate with the Registrar s Office, Campus Director, etc., for approval on Payment Slips of Guest/ Visiting Faculty and Proposals, as required.To submit the approved Proposal/Payment Slip to the Accounts Department and follow-up for payment processing.SUPPORT TO REGISTRAR S OFFICE Administration of Student Feedback Surveys.To coordinate with the Registrars Office and the students for administration of feedback surveys i.e., Teaching Quality & Mentoring Quality (TQMQ) and Net Promoter Score (NPS).School/Course-related Data and Reports: To prepare school/course-related data and reports in the specified formats/ templates and submit these to the Registrar s office, as required Follow-up with Fee defaulters.To send reminders and follow-up with the fee defaulters, as required Support for InstitutionalActivities.To provide support during institutional activities such as Admissions, Convocation, Pearl Utsav,etc., as per the duty chart prepared by the Registrar Faculty Development Programme (FDP) Forms.To share Faculty Development Programme (FDP) forms with faculty members and follow-up with them for completion and submission of these forms.EDUCATION AND EXPERIENCEEducation: Post Graduate (Tier 3/ 4 MBA or Equivalent Qualification)Experience: 6-9 years of relevant experience,

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