Sr Associate - ASA

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Sr Associate - ASA
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Sr Associate - ASA

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Overview


Job Title: Sr Associate - ASA

Function: Academic & Student Affairs Department 

Location: Hyderabad

Reports to Position: Director – Academic & Student Affairs 

Band: A4

Reportees to Position: None

Job Purpose

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

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


Knowledge / Education:

  • Bachelor’s Degree/ Postgraduate

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

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%

 

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

 

Mohali Campus

Indian School of Business

Knowledge City

Sector 81, SAS Nagar ,Mohali - 140 306