Office Superintendent

Job Purpose

The Office Superintendent is responsible for overseeing the college administrative office, ensuring efficient academic and administrative operations, and managing all DTE-related activities, including admissions, approvals, compliance, and reporting, in accordance with DTE, AICTE, UGC, University, and NAAC regulations.

Key

Roles & Responsibilities

1. Office Administration & Supervision

- Supervise daily operations of the college administrative office.
- Allocate work to clerical staff and ensure timely execution.
- Maintain official records, files, registers, and correspondence.
- Draft office orders, notices, circulars, and official communications.
- Ensure proper document management (physical and digital).

2. DTE (Directorate of Technical Education) Related Work – Core Responsibility

- Handle all DTE compliance and coordination work.
- Manage DTE online portals for:
- Institute profile updates
- Intake approval and continuation
- Course approvals and affiliation renewals
- Coordinate DTE admissions processes, including:
- CAP rounds
- Institute-level admissions
- Verification of student documents as per DTE norms
- Prepare and submit DTE reports, proposals, and data within stipulated timelines.
- Coordinate DTE inspections, audits, and committee visits.
- Maintain student admission records as per DTE formats and guidelines.
- Liaise with DTE officials and regional offices.

3. Academic & University Coordination

- Coordinate with affiliating university for:
- Admissions approval
- Enrollment, eligibility, and exam-related work
- Maintain student academic records, eligibility files, and documentation.
- Support examination, result processing, and convocation activities.

4. Regulatory Compliance & Accreditation Support

- Ensure compliance with AICTE, DTE, UGC, NAAC, NBA (if applicable) norms.
- Assist in preparation of data for NAAC SSR, AQAR, NIRF, AISHE, and other statutory reports.
- Maintain readiness of records for inspections and audits.

5. HR & Establishment Functions

- Maintain service records, attendance, leave, and personal files of staff.
- Assist in recruitment documentation and joining formalities.
- Coordinate payroll inputs and staff-related correspondence.

6. Finance, Store & Audit Coordination

- Assist in preparation and verification of bills, vouchers, and purchase files.
- Maintain stock registers and office inventory.
- Coordinate with accounts department during internal and external audits.

7. Student & Stakeholder Support

- Address student administrative queries related to admissions, scholarships, eligibility, and certificates.
- Coordinate with scholarship portals and government departments, if applicable.

Qualifications & Experience

- Master's degree in arts / commerce / science (Master’s preferred).
- Minimum 10–12 years of experience in administrative roles in technical or professional educational institutions.
- Mandatory experience in DTE-related work and familiarity with DTE online systems.

Skills & Competencies

- In-depth knowledge of DTE, AICTE, UGC, University procedures.
- Hands-on experience with DTE admissions, CAP rounds, approvals, and compliance.
- Strong documentation, drafting, and record-keeping skills.
- Proficiency in MS Office, email, and online government portals.
- Leadership and supervisory skills.
- Ability to meet strict regulatory deadlines.