Program Officer Executive

Job Details

The Executive Academic Program Office at MIT World Peace University (MIT WPU) in Pune is responsible for providing comprehensive administrative, academic, examination, ERP, and student support services. This role is crucial for the seamless operation of the Academic Program Office, involving coordination with faculty, students, parents, and various university departments to ensure effective academic delivery, accurate record maintenance, and adherence to institutional and regulatory standards.

Key Accountabilities

Strategic

• Support the execution of Academic Program Office strategies and initiatives.
• Assist in accreditation, ranking, and regulatory compliance activities (e.g., NIRF, AISHE, AICTE).
• Contribute to process improvements and operational excellence within the Program Office.
• Support data management, reporting, and institutional documentation.

Operational

• Coordinate Board of Studies (BOS), Board of Faculty (BOF), and academic council meetings, maintaining all related records.
• Manage communications with faculty, students, parents, and class representatives.
• Maintain mentor-mentee records and academic communication documentation.
• Handle visiting faculty records, including attendance, workload, approvals, and honorarium processing.
• Ensure proper maintenance of academic and administrative records.
• Support academic events, meetings, and faculty needs.

• Assist with student and program configuration in the ERP system.
• Manage student promotions, roll number generation, subject mapping, and data updates in ERP.
• Support marks updation and academic record management within the ERP.
• Maintain ERP notices, leave records, fee follow-ups, and student databases.
• Compile periodic MIS reports and institutional data reports.
• Support scholarship implementation and record maintenance.

• Assist in preparing Internal Continuous Assessment (ICA) sheets and examination records.
• Support the conduct of various examinations, including internal, mid-term, term-end, quizzes, and viva-voce.
• Coordinate examination-related documentation and compliance.
• Verify student eligibility and admission compliance.
• Prepare examination-related reports and remuneration statements.

• Address student queries related to academics, administration, and ERP.
• Issue student documents such as Bonafide Certificates, Character Certificates, and Fee Structure Certificates.
• Manage student ID card distribution and records.
• Support grievance handling, mentoring, counselling, and student engagement.
• Coordinate communications regarding attendance, fees, examinations, and academic matters.

• Maintain records of inward and outward correspondence.
• Manage classroom allocation and infrastructure support.
• Ensure availability of teaching aids and classroom resources.
• Maintain stationery, consumables, inventory, and procurement records.
• Coordinate document filing, record management, and departmental communications.
• Support university-wide events like admissions, orientation, and convocation.

• Provide data and documentation for accreditation, ranking, and regulatory submissions.
• Coordinate with IQAC, Registrar Office, and other departments for compliance.
• Stay updated on academic administration best practices.

• Assist in budget utilization, monitoring, and tracking.
• Process and maintain records for visiting faculty honorarium and departmental expenses.

• Work effectively with academic schools, departments, admissions, examinations, accounts, library, registrar office, IQAC, faculty, and students.
• Support interactions with external stakeholders like parents and academic bodies.

Person Specification

Technical Competencies

• Proficiency in Academic Administration and Program Office Operations.
• Experience with ERP Management and Data Administration.
• Skills in Examination Administration and MIS Reporting.
• Strong Documentation and Record Management capabilities.
• Ability to provide Accreditation and Compliance Support.
• Proficiency in MS Office Suite (Excel, Word, PowerPoint).

Behavioral Competencies

• Excellent communication and interpersonal skills.
• Strong organizational and coordination abilities.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Effective stakeholder management and customer service orientation.
• Proactive, self-motivated, and solution-oriented approach.