Section Officer – Registrar’s Office

Campus: BITS Pilani, Mumbai CampusReporting To: Deputy RegistrarOffice: Registrar’s OfficeEmployment Type: Full-time, Regular1. Position OverviewThe 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 university setting will be an advantage.5. Reporting and Supervision- Reports directly to the Deputy Registrar, BITS Pilani, Mumbai Campus. - Works under overall administrative supervision of the Registrar, BITS Pilani. - May supervise clerical and support staff attached to the Registrar’s Office. - Coordinates regularly with Academic Administration, Student Welfare Division, HR, Finance and Maintenance Departments.6. Performance Indicators- Accuracy, timeliness and professionalism in office documentation and communications. - Effectiveness in inter-departmental coordination and compliance reporting. - Quality and organization of campus-level records and policy implementation tracking. - Responsiveness, discretion and initiative in managing administrative tasks.7. Other Expectations- Uphold the values and academic ethos of BITS Pilani. - Maintain confidentiality of institutional matters. - Adapt to evolving digital systems and workflows adopted by the University. - Extend support during institutional events, inspections and audits as required.

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