Page 9 - HR Manual 2019

VII. ADMINISTRATIVE STAFF
SL.
NO. DESIGNATION / ROLE
1 Assistant Registrar
2 Section Supervisor
3 Executive Secretary /
Secretary
DUTIES AND RESPONSIBILITIES
 Shall manage and administer creation and maintenance of
permanent academic / administrative records;
 Shall ensure integrity, security, condition and access of these
documents and supervise issuance of official documents
 Shall hasten development activities through coordinated efforts
of HODs and others.
 Shall initiate possible prompt and proper disciplinary
proceedings as warranted on the guidance of the Supervisors.
 Shall ensure that Development and Discipline go together.
 Shall evolve and institute a set of disciplinary procedures for VIT
structural requirements. In the case of violations and deviations
by individuals, strict procedures should be adopted
transparently and impartially on the report from the concerned.
 Shall coordinate with various governing bodies like UGC,
AICTE, NAAC and ensuring compliance with their various
norms and provisions
 Shall provide any other expert assistance in the related field as
per the requirements/policy of the Institute.
 shall constantly strive to improve service to all stakeholders
 Liaising with Legal Professionals in representing legal matters
 Supervising and managing a group of employees towards
achieving the team performance/deliverables by ensuring
individual contributions
 Guiding, coaching and mentoring team members in terms of
processes/practices
 Ensuring that management policies are complied with
 Ensuring effective and efficient inter-departmental and intra-
departmental collaborations.
 Providing any other expert assistance in the related field as per
the requirements/policy of the Institute.
 Should constantly strive to improve service to all stakeholders
 Reading and analyzing incoming memos, submissions, and
reports in order to determine their significance and plan their
distribution.
 Maintaining executive’s agenda and assisting in planning
appointments, board meetings, conferences etc.
 Attending meetings, recording minutes and follow-up with the
team concerned for closure of the observation/action point
 Handling and prioritizing all outgoing and/or incoming
 correspondence (e-mail, letters, packages etc.)
Handling confidential documents ensuring they remain secure
 Preparing invoices or financial statements and providing
assistance in bookkeeping
 Maintaining electronic and paper records, and ensuring that
information is organized and easily accessible
 Supervising and training other clerical staff.
 Should constantly strive to improve service to all stakeholders
 Providing any other expert assistance in the related field as per
the requirements/policy of the Institute.
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