Admin Associate

Job Description HR & Administration Coordinator

Position Title

HR & Administration Coordinator

Reporting To

Principal / School Management

Job Purpose

To effectively manage staff attendance, HR administration, recruitment coordination, statutory and school-related compliance, staff records, and administrative processes while providing continuous support to the Principal and school leadership team.

Key Responsibilities

1. Staff Attendance & Leave Management

• Monitor daily staff attendance and maintain accurate attendance records.
• Verify attendance details for salary processing and coordinate with the concerned staff members for discrepancies.
• Follow up regularly with teachers and staff regarding leave applications and ensure timely submission and approval.
• Maintain appropriate leave and attendance records.

2. Recruitment & Staff Management

• Coordinate the end-to-end recruitment process, including communication, scheduling, documentation, and follow-up with candidates.
• Maintain and update staff personal files and ensure that all required documents are properly recorded.
• Coordinate the staff appraisal process and maintain relevant documentation.
• Facilitate housekeeping and security staff biometric registration.

3. HR Systems & Dashboards

• Regularly update and maintain the HR dashboard.
• Update the PMS fortnightly report.
• Ensure timely and accurate entry of staff-related information in relevant school systems.

4. CBSE, Government & Compliance Responsibilities

• Monitor and respond to official CBSE Shiksha mail and ensure timely follow-up on relevant communications.
• Coordinate and maintain documentation related to CBSE affiliation.
• Coordinate CBSE Examination Centre-related activities and documentation.
• Support CBSE evaluation-related work and ensure timely completion of assigned responsibilities.
• Update teacher names and profiles in UDISE.
• Update teacher details in STS.
• Ensure accuracy and consistency of staff information across statutory and school databases.

5. School Planning & Academic Administration

• Maintain and regularly update the Annual Planner.
• Coordinate class observations scheduled by the Principal.
• Update class observation records in Power Apps.
• Coordinate with teachers and relevant departments to ensure that observations and follow-up actions are completed on time.

6. Events, Workshops & Registrations

• Coordinate student registrations for school events and programmes.
• Coordinate teacher registrations for workshops, training programmes, and professional development activities.
• Coordinate registrations for school awards and maintain supporting documentation.
• Ensure timely completion of all registration-related requirements.

7. Principal’s Office Support

• Prepare and update PowerPoint presentations for the Principal as and when required.
• Assist in preparing the Principal’s speeches and event-related content.
• Provide administrative and coordination support to the Principal for meetings, events, observations, presentations, and other school requirements.
• Coordinate with teachers and departments to collect information required by the Principal.

Key Skills & Competencies

• Strong administrative and organizational skills.
• Excellent coordination and follow-up abilities.
• Good written and verbal communication skills.
• Ability to maintain confidentiality of staff and school information.
• Strong attention to detail and accuracy in documentation.
• Proficiency in MS Office, PowerPoint, Excel, email, and digital school management systems.
• Ability to manage multiple responsibilities and meet deadlines.
• Professional, approachable, and solution-oriented attitude.
• Ability to work effectively with the Principal, teachers, support staff, students, parents, and external authorities.

Key Performance Expectations

• Accurate and timely maintenance of attendance, leave, HR, and staff records.
• Timely completion of CBSE, UDISE, STS, OASIS, PMS, and other statutory updates.
• Effective coordination of recruitment, observations, registrations, workshops, appraisals, and school events.
• Prompt follow-up on pending tasks and official communications.
• High accuracy and confidentiality in all HR and administrative documentation.
• Consistent and reliable support to the Principal and school leadership.

Nature of the Role

The position requires regular monitoring, coordination, follow-up, documentation, compliance management, and administrative support across HR, academics, statutory requirements, and the Principal’s Office. The role holder is expected to demonstrate initiative, accountability, confidentiality, and flexibility in handling additional school responsibilities as assigned by the Principal or school management.