Associate - Programmes

Key Responsibilities

a) Academic Document Management

• Oversee the creation, maintenance, updating, and adherence to standards for all essential academic documents (course outlines, syllabi, program structures, academic calendars, and handbooks).
• Ensure proper version control and standardization of academic documentation in line with institutional and accreditation requirements.

b) Record Management

• Efficiently manage the archiving and retrieval of academic records through structured systems for easy access, audit readiness, and long-term preservation.
• Maintain data integrity, accuracy, and confidentiality of all academic records.

c) Faculty Collaboration

• Work closely with faculty and departments to gather, organize, and update documentation, ensuring alignment with program requirements and quality standards.
• Facilitate timely submission of academic inputs, including grades, course materials, and reports.

d) Semester Commencement Support

• Assist in planning and executing activities for the start of each semester, including schedules, resource allocation, registration, and student orientation.

e) Quality Assurance Support

• Contribute to the development, implementation, and monitoring of academic quality assurance processes.
• Support data collection, analysis, and reporting for academic reviews and continuous improvement initiatives.

f) Audit and Credit Mapping

• Coordinate academic audits and program reviews, ensuring readiness of all required documentation.
• Maintain and regularly update the course credit mapping database, ensuring alignment with academic frameworks and standards.

g) Accreditation & Compliance Management

• Support institutional and program-level accreditation processes (national and international), ensuring readiness for audits, reviews, and inspections.
• Maintain and regularly update accreditation-related documentation, including Self-Study Reports (SSR), compliance reports, and evidence repositories.
• Act as a central coordinator for accreditation data collection across departments, ensuring accuracy, consistency, and timely submission.
• Track and monitor compliance with accreditation standards, regulatory requirements, and quality benchmarks.
• Prepare and manage documentation required for accreditation visits, peer reviews, and external audits.
• Develop and maintain a structured database of academic and administrative evidence aligned with accreditation criteria.
• Liaise with internal stakeholders to ensure academic processes align with accreditation frameworks and continuous quality improvement standards.
• Support preparation of institutional reports, rankings submissions, and benchmarking data relevant to accreditation bodies.
• Ensure version control, audit trails, and documentation integrity for all accreditation-related records.

h) Examination Management

• Plan, coordinate, and oversee end-to-end examination processes, including scheduling, invigilation planning, and result processing.
• Ensure standardization, fairness, and integrity of assessment practices across courses and programs.
• Manage secure handling of question papers, evaluation materials, and grading records.
• Coordinate with faculty for timely submission of assessments, marks, and moderation inputs.
• Support grade moderation, re-evaluation processes, and student grievance redressal related to assessments.
• Ensure compliance with institutional policies and external regulations in all examination-related processes.

i) Assessment & Evaluation Quality

• Develop and implement guidelines for fair, transparent, and outcome-based assessment practices.
• Monitor alignment of assessments with Course Learning Outcomes (CLOs) and Program Learning Outcomes (PLOs).
• Facilitate rubric development and standardization across modules.
• Conduct periodic audits of assessment quality and feedback mechanisms.
• Analyze student performance data to identify trends and areas for academic improvement.

j) Data Analytics & Reporting

• Generate and maintain academic performance dashboards and reports for leadership review.
• Analyze student progression, retention, and achievement metrics.
• Support data-driven decision-making for curriculum improvements and academic policies.
• Prepare reports for internal committees, accreditation bodies, and governing authorities.

k) Academic Process Improvement

• Identify gaps in academic and examination processes and recommend improvements.
• Establish and document Standard Operating Procedures (SOPs) for academic and assessment workflows.
• Support automation initiatives for academic processes, including grading systems and document tracking.
• Contribute to continuous improvement through structured feedback mechanisms.

l) Policy Implementation & Governance

• Assist in drafting, reviewing, and updating academic and examination policies.
• Ensure consistent implementation of academic regulations across programs and departments.
• Support academic governance bodies (Academic Council, Examination Committee, etc.) with relevant data and documentation.

m) Student Academic Support (Assessment-related)

• Address student queries related to examinations, grading, credits, and academic policies.
• Facilitate communication regarding assessment schedules, results, and academic regulations.
• Support academic integrity initiatives, including plagiarism checks and misconduct handling.

n) Digital Systems & Automation

• Manage and optimize ERP/LMS systems for academic records, assessments, and reporting.
• Ensure accuracy, validation, and integrity of academic data within digital systems.
• Collaborate with IT teams to enhance digital infrastructure for examinations and quality assurance.

o) Risk Management & Academic Integrity

• Identify risks related to academic processes, examinations, and compliance.
• Implement controls to ensure fairness, transparency, and integrity in assessments.
• Support investigation and documentation of academic malpractice and integrity violations.

Qualifications and Experience

• Bachelor's or Master's degree in a relevant discipline.
• 3–5 years of experience in academic administration, preferably in higher education or design institutions.
• Experience in academic documentation, quality assurance, accreditation, and examination processes.
• Familiarity with academic regulations, outcome-based education (OBE), and credit systems.
• Working knowledge of accreditation frameworks and regulatory bodies (NAAC, NBA, UGC, or international agencies).

Desired Skills

• Strong organizational, analytical, and problem-solving abilities.
• High attention to detail and accuracy in documentation and compliance tracking.
• Excellent written and verbal communication skills.
• Ability to interpret accreditation frameworks and translate them into operational processes.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Experience with LMS/ERP systems and academic administration tools.
• Ability to manage multiple stakeholders and work independently as well as collaboratively.
• Familiarity with data analysis, reporting tools, and dashboards.
• Understanding of design education (preferred).