Job Description

Post : Office Assistant

Organisation Name SVKM NMIMS Global University, Dhule

Job Location Dhule, Maharashtra

Educational Qualifications :

• Candidate should be a graduate from recognized university

Professional Experience :

• Minimum: 2–5 years of relevant administrative or clerical experience in a University, Educational Institution,
Government Organization, or reputed Corporate Office.

• Fresh graduates with excellent computer proficiency may also be considered for entry-level positions.

Computer Skills

· Microsoft Office Suite (Word, Excel, PowerPoint)

· Microsoft Outlook

· Google Workspace (Docs, Sheets, Drive, Calendar)

· Oracle ERP or equivalent ERP/University Management Systems

· Internet and Email Management

· Document Management Systems

· Data Entry and Report Preparation

· PDF editing and document scanning software

Key Responsibilities

Administrative Support

• Provide day-to-day administrative assistance to the Central Office.
• Assist in preparing, typing, formatting, and filing official letters, circulars, notices, reports, and other documents.
• Maintain physical and electronic filing systems for efficient record management.
• Receive, sort, and distribute incoming correspondence and dispatch outgoing communications.
• Maintain confidentiality of official documents and sensitive information.

Office Operations

• Assist in the smooth functioning of the Central Office and support various administrative activities.
• Coordinate with Schools, Departments, and administrative units for routine office work.
• Schedule meetings, maintain office calendars, and arrange meeting logistics.
• Prepare meeting files and assist in recording Minutes of Meetings (MoM), where required.

Documentation & Record Management

• Maintain registers, records, files, and official documentation in an organized manner.
• Ensure proper indexing, storage, retrieval, and archival of documents.
• Update departmental records and administrative databases regularly.
• Support documentation related to admissions, examinations, HR, Finance, Procurement, and other University functions as assigned.

ERP & Data Management

• Perform data entry and update records in Oracle ERP or other University Management Systems.
• Generate routine reports and maintain digital records.
• Verify the accuracy of information before updating the system.
• Assist departments in maintaining accurate administrative data.

Communication & Coordination

• Coordinate with faculty members, administrative staff, students, visitors, and external agencies.
• Attend telephone calls, receive visitors, and direct them appropriately.
• Provide administrative support during university events, meetings, inspections, and accreditation visits.

Office Administration

• Maintain office stationery, consumables, and inventory records.
• Coordinate photocopying, scanning, printing, binding, and document dispatch activities.
• Ensure proper upkeep of office equipment and report maintenance requirements.
• Assist in arranging travel, accommodation, and logistics for official visitors, whenever required.

Compliance

• Follow University rules, administrative procedures, and office protocols.
• Ensure timely completion of assigned work.
• Maintain professionalism, integrity, and confidentiality in all official matters.