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5.
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Educational and other qualifications required
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Essential Qualification
- Bachelor's Degree from a recognized University.
- Proficiency in computer applications, including MS Office, email management, and office automation tools.
- Excellent drafting and communication skills in English.
Desirable Qualification
- Master's Degree in any discipline from a recognized University.
- Diploma/Certificate in Secretarial Practice, Office Management, Computer Applications, or Executive Assistantship.
- Knowledge of Government/University rules, regulations, and administrative procedures.
- Experience in handling meetings of statutory bodies, preparation of agendas, minutes, and follow-up action reports.
- Working knowledge of e-Office, ERP systems, digital record management, and videoconferencing platforms.
- Experience in protocol management and coordination of official visits and events.
Experience:
Minimum 5 years' experience in secretarial, administrative, or executive-assistant functions in a Government Department, Autonomous Body, University, Research Institution, or reputed organization.
Experience of working with senior executives/officers shall be preferred.
The candidate must maintain highest standard of ethics, discipline, confidentiality and honesty.
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6.
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Job Description
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Key Responsibilities
- Manage the day-to-day functioning of the Vice-Chancellor's Secretariat and ensure smooth office operations.
- Maintain and coordinate the Vice-Chancellor's schedule, appointments, meetings, conferences, and official engagements.
- Screen, prioritize, and process incoming correspondence, emails, files, and communications addressed to the Vice-Chancellor.
- Draft, type, proofread, and process confidential letters, notes, reports, speeches, presentations, office orders, and official communications.
- Maintain confidential records, documents, personal files, and sensitive information pertaining to the Vice-Chancellor's Office.
- Coordinate with Deans, Heads of Departments, Officers, Faculty Members, Government agencies, statutory bodies, and external organizations on matters requiring the Vice-Chancellor's attention.
- Arrange meetings of statutory committees, governing bodies, academic bodies, and other official meetings as directed by the Vice-Chancellor.
- Prepare agendas, compile background materials, record minutes of meetings, and monitor follow-up action on decisions taken.
- Facilitate visits of dignitaries, government officials, academic experts, and other guests to the Institute.
- Handle protocol-related duties and assist in organizing official functions, convocations, conferences, workshops, and special events.
- Monitor the movement of files and ensure timely submission of matters requiring approval or decision by the Vice-Chancellor.
- Maintain an effective filing and record management system, both physical and digital.
- Coordinate domestic and international travel arrangements, accommodation, itineraries, and logistics for the Vice-Chancellor.
- Prepare briefs, summaries, and reference materials for meetings, presentations, and official engagements.
- Assist in monitoring important deadlines, action points, and institutional commitments assigned by the Vice-Chancellor.
- Maintain liaison with Government Ministries, funding agencies, regulatory bodies, universities, and other stakeholders as required.
- Ensure proper maintenance of confidentiality, decorum, and professionalism in all dealings of the Vice-Chancellor's Secretariat.
- Supervise support staff attached to the Vice-Chancellor's Office and ensure efficient workflow management.
- Handle public relations and communication matters entrusted by the Vice-Chancellor from time to time.
- Perform any other secretarial, administrative, coordination, or protocol-related duties assigned by the Vice-Chancellor or the Institute.
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