Exam co-ordinator

Designation:
Exam Coordinator
Experience
2 to 3 years of relevant experience in examination coordination
Prior experience in educational institutions, universities, or colleges preferred
Exposure to academic ERP or examination management systems is an added advantage
Age
22 to 35 years
Education
Bachelor's degree in any discipline
Certification or training in examination management, academic administration, or ERP systems will be an advantage

Role Summary
The Exam Coordinator is responsible for the effective planning, coordination, and execution of all examination-related activities of the institution. The role ensures smooth conduct of internal and external examinations, accurate processing of results, proper documentation, and adherence to institutional and regulatory requirements. The position requires close coordination with faculty, academic departments, administration, and IT/ERP support teams.

Roles and Responsibilities
Examination Planning & Coordination
Plan, schedule, and coordinate internal and external examinations
Prepare examination timetables, seating arrangements, and hall allocations
Ensure timely generation of hall tickets, attendance sheets, and examination materials
Monitor the smooth and error-free conduct of examinations
Examination Execution & Support
Coordinate with invigilators, faculty, and department coordinators during examinations
Handle examination-related issues and resolve queries from students and staff
Support examination committees with required documentation and reports
Result Processing & Academic Records
Coordinate marks entry, verification, and result processing
Ensure accuracy and confidentiality of examination results
Assist in preparation of grade sheets, result summaries, and academic reports
ERP & Data Management Support
Maintain examination and academic data in the ERP system
Ensure timely and accurate updating of student records, attendance, and marks
Generate examination-related reports as required by management and departments
Coordinate with IT/ERP teams for system-related support
Documentation & Compliance
Maintain proper records of examinations, results, and related documentation
Ensure compliance with institutional policies, university regulations, and statutory guidelines
Support audits, inspections, and accreditation processes with accurate examination data
Communication & Coordination
Communicate examination schedules, guidelines, and instructions to students and faculty
Coordinate with departments for examination planning and execution
Assist in training faculty and staff on examination-related processes and ERP usage
Reporting & Process Improvement
Prepare periodic reports on examination status and outcomes
Identify gaps or inefficiencies in examination processes and suggest improvements
Support management with data and insights for academic planning

Required Skills and Competencies
Strong knowledge of examination processes and academic regulations
Good understanding of academic data management
Excellent organizational and documentation skills
High attention to detail and accuracy
Proficiency in MS Office (Excel, Word, PowerPoint)
Ability to manage multiple tasks and meet deadlines

Personal Attributes
Detail-oriented and well-organized
Proactive, responsible, and solution-focused
Strong coordination and interpersonal skills
Ability to work independently and as part of a team

Working Conditions
Office-based role with coordination across academic and administrative departments
Extended working hours during examination periods as required
Dynamic and fast-paced academic environment