Administrative Coordinator

Role Description

The Administrative Coordinator shall provide systematic administrative and academic coordination support to the Head of the Department, ensuring appropriate documentation and monitoring of departmental activities, and facilitating timely reporting, follow-up, and compliance with institutional and IQAC requirements.

Reporting Structure

To the Head of Department and dotted line reporting to the IQAC.

Key Responsibilities

• Departmental Coordination: Assist the HOD in coordinating day-to-day academic and administrative activities, monitor departmental workflows and tasks on PI-360 and ensure timely completion of assigned activities.
  

• Data Collection & Documentation: Collect, verify, compile, and systematically maintain accurate departmental data, records and supporting documentation pertaining to faculty, students, academic activities, events, departmental initiatives, and other institutional requirements.
  

• Academic Coordination: Support the HOD/IQAC in tracking academic activities such as course plans, lesson plans, attendance, Mentor-Mentee Sessions, attainment records, academic schedules, academic calendar, faculty submissions and other departmental requirements through designated institutional systems, including PI-360.
  

• Faculty Coordination: Coordinate with faculty members for the timely submission of required information, reports, documents and data. Maintain trackers for pending and completed submissions and follow up wherever necessary.
  

• IQAC Reporting & Quality Assurance Support: Coordinate the preparation and timely submission of departmental reports, data and supporting documentation to IQAC in accordance with prescribed requirements and timelines. Assist the HoD in maintaining records and documentary evidence related to quality assurance, audits, accreditation, departmental reviews and institutional performance indicators.
  

• Meeting & Action-Point Tracking: Coordinate departmental meetings, prepare agendas/minutes where required, maintain records of decisions and follow up on action points to ensure timely closure.
  

• Departmental Activity Tracking: Maintain updated trackers for departmental activities, events, workshops, faculty development initiatives, student activities, achievements and other institutional engagements.
  

• Communication & Correspondence: Draft and circulate routine departmental communications, notices, reminders, reports and emails as directed by the HOD/IQAC.
  

• Records & Compliance: Maintain an organized repository of departmental records and supporting evidence so that information can be readily accessed for internal reviews, audits, accreditation and other institutional requirements.
  

• Follow-up & Escalation: Maintain regular follow-up with concerned faculty and staff regarding pending tasks, submissions, PI-360 workflows and escalate unresolved or delayed matters to the HOD/IQAC, as appropriate.
  

• Facilities & Maintenance: Coordinate with campus supervisors, IT and maintenance teams to ensure departmental maintenance and operational continuity and excellence.
  

• Other Responsibilities: Undertake any other academic, administrative, quality-related, or coordination responsibilities assigned by the HOD or IQAC from time to time.
  

Requirements

• 1–3 years of relevant experience in academic administration, institutional coordination, office administration, or a similar role, preferably in a higher education institution.
  
• Strong coordination, follow-up and organizational skills
  
• Good written and verbal communication skills.
  
• Strong proficiency in MS Office/Google Workspace, particularly Excel/Sheets, Word/Docs and PowerPoint.