Job Title: Senior Officer, Office of the Proctor
Position Purpose
The post holder will be responsible for:
● Will be responsible for coordinating administrative and logistical support for the Proctor's Office as required.
● Maintaining liaison with internal and external stakeholders, communicating with various students/departments/schools/centres/external parties as needed
● Assisting the Proctor and the Deputy Proctor with relevant duties as required.
● Preparing and planning the department's annual budget, preparing and managing the monthly budget plan, which includes maintaining regular records of challan, preparing application letters for advance money withdrawal, maintaining and managing records for expenses, submitting the expenditure budget to the accounts department, etc.
Organisational Relationships Position Type: Regular
Reporting to: University Proctor
Hours of Work: 40 hours per week. Availability to return to duty and as needed.
Functional Relationships:
Internal Contacts: Students, Faculty, Staff, Deans, etc.
External Contacts: External stakeholders
1.0 Key Accountabilities
1.1 Specific Duties & Responsibilities
1.1.1 Coordinate and manage the administrative and logistics functions of the Office of the Proctor in a timely manner.
1.1.2 Able to maintain confidentiality in every aspect of all issues related to cases/inquiry and any other responsibilities related to the Proctor’s Office. Maintain all official documentations, records, evidence, recordings, and information related to all activities of the office.
1.1.3 To conduct regular communication with internal and external parties, including, but not limited to, scheduling pre-hearings, hearings (online or physical interview), communication over the phone/email with related parties which also includes generating a list of potential interviewees (complainant, alleged, witness, direct or indirect witnesses, beneficiaries etc.)
1.1.4 Prepare reports and other administrative documents as required including ensuring accuracy and confidentiality. To prepare correspondence and reports/final reports/assessments (quarterly/periodic/annual) according to departmental requirements by following official procedures.
1.1.5 Coordinate and manage the overall scheduling of departmental schedules, meetings, events, etc.
1.1.6 Respond to regular inquiries from students, faculty members, and staff regarding academic and non-academic policies, procedures, and regulations
1.1.7 To help identify and support process and procedural improvements, participate in the development and implementation of policies and procedures whenever needed
1.1.8 To support the Proctor and Deputy Proctor with any other tasks as required.
1.1.9 Organise different campaigns, trainings, seminars, and workshops as per the needs and demands of the department.
1.1.10 Act as a first point of contact for the department, communicate regularly with the students on a daily basis, and schedule meetings and hearings with the students and parents.
1.2 General Duties & Responsibilities
1.2.1 Administrative duties relating to all matters that the membership of a University entails, including institution wide activities.
1.2.2 General Responsibility to undertake any other duties as required.
1.3 Qualifications
Knowledge, Skills and Aptitudes
1.3.1 Master’s degree in Business Studies or related in field from a reputed university with excellent academic records
1.3.2 At least 2 years of work experience in a similar role
1.3.3 Excellent communication skills in English and Bengali, both oral and written
1.3.4 Solid knowledge of office procedures, strong organizational skills with problem solving attitude. Methodical approach to work and high level of attention to detail
1.3.5 Proven experience of working in a team and ability to work with people at all levels both inside and outside of the University 1.3.6 Proficiency in Microsoft Office and other relevant software applications
1.3.7 Proficiency in MS Office applications and good at using of Internet1.3.8 Ability to work with a diverse group of colleagues is essential
1.3.9 Ability to assess evidence and write high quality reports
1.3.10 Flexible approach to work and positive response to changing requirements 1.3.11 Ability to work collaboratively across departments and service areas
1.4 Other Duties
It is acknowledged and agreed that the changing needs of the University may require a role/job/position to change from time to time but such alteration shall not be deemed to be a variation of the Employment Contract/Terms and Conditions of Employment or a breach of the same provided that the substantial nature of the employment remains consistent with the parties’
intentions at the time of the offer of the job and acceptance of the offer.
1.5 Certification
I certify that I have read and understand the responsibilities assigned to this position.
Employee Signature ………. ………..
Name: Date
