Section Officer – Registrar’s Office

Campus:  BITS Pilani, Mumbai Campus
Reporting To:  Deputy Registrar
Office:  Registrar’s Office

Employment Type:

Full-time, Regular

1.

Position Overview
The  Section Officer  in the  Registrar’s Office  shall assist the  Deputy Registrar  in ensuring the smooth functioning of the University’s academic, administrative and student-related processes at the Campus level. The position involves a blend of documentation, compliance, coordination and communication responsibilities, supporting the implementation of University policies and decisions issued from the Registrar’s Office, BITS Pilani, Pilani Campus (Headquarters).

The role requires discretion, accuracy and the ability to coordinate effectively across academic departments, student housing, discipline, student welfare and institutional events.

2.

Key Responsibilities
Assist the Deputy Registrar in the day-to-day operations of the Registrar’s Office, ensuring timely execution of tasks and adherence to institutional timelines.
Draft and issue office orders, circulars, minutes and communications as instructed by the Deputy Registrar.
Maintain confidential and organized records both physical and digital pertaining to campus administration, policy implementation and statutory documentation.
Manage correspondence, scheduling and file movement through proper noting and record systems.
Coordinate with the Academic Administration to ensure timely submission of academic records, approvals and reports.
Assist in preparation and maintenance of minutes and action reports for academic committees, campus-level councils and internal review meetings.
Support the compilation of data for annual reporting, inspections and compliance submissions to higher authorities or statutory bodies.
Maintain updated records related to student registrations, academic calendars and notices issued by the Registrar’s Office.
Support implementation and documentation of policies relating to  Student Housing ,  Code of Conduct ,  Discipline  and  Student Council governance , as approved by the University.
Liaise with Wardens, Student Welfare Division and Programme Heads to ensure compliance with student housing rules, discipline procedures and council election guidelines, etc.
Maintain accurate data and undertakings related to housing allocation, student disciplinary cases and student representation processes.
Assist in drafting, reviewing and maintaining all campus-level circulars, MoUs, policies and administrative orders.
Ensure consistency between campus-level practices and university-wide frameworks for housing, discipline and governance.
Support compliance with institutional policies and maintain proper archival of all policy documents, reports and approvals.
Facilitate internal administrative audits, data collation for Annual Reports and submissions to statutory bodies such as UGC, AICTE, BCI and other Government authorities as needed.
Coordinate administrative and logistical support for official University / Campus events, dignitary visits and institutional programmes handled by the Registrar’s Office.
Prepare event reports, documentation and correspondence post-events or visits for record and reporting purposes.
Liaise with other departments for permissions, approvals and compliance during events and student-led activities.

3. Skills and Competencies
Excellent drafting and office communication skills, with attention to detail.
Strong understanding of university procedures, governance structures and compliance requirements.
Proficient in MS Office, Google Workspace and digital record-keeping tools.
Ability to maintain confidentiality, prioritize tasks and manage multiple deadlines.
Effective interpersonal skills for coordination with faculty, administrative units and student bodies.

4. Qualifications and Experience
Essential:  Bachelor’s Degree in any discipline.
Preferred:  Master’s Degree in Administration, Management, or related field.

Experience:

Minimum  5 years of administrative experience , preferably in a university or higher education institution with exposure to academic or student administration.
Familiarity with documentation, policy implementation and official communication formats in a…