DSW Operations Manager

DSW Operations Manager

Department of Student Welfare (DSW) | K. R. Mangalam University

Job Purpose

To manage the day-to-day administrative and operational activities of the Department of Student Welfare, ensuring efficient grievance coordination, documentation, online reputation management (ORM), event support, and communication with students, parents, faculty, and other university departments.

Key Roles and Responsibilities

1. Student Grievance Handling

· Receive, record, categorize, and track student grievances and complaints.

· Coordinate with the concerned departments and university authorities for timely resolution.

· Maintain a grievance register, follow-up records, and status reports.

· Ensure confidentiality and professional handling of sensitive student matters.

· Escalate unresolved or urgent grievances to the Dean – Student Welfare.

2. Online Reputation Management (ORM)

· Monitor student-related feedback, reviews, and concerns across relevant online platforms and social media channels.

· Coordinate responses to student queries and complaints in consultation with the Dean and authorized university teams.

· Track recurring concerns and prepare periodic ORM reports.

· Coordinate with the Marketing, Admissions, IT, and other concerned departments for appropriate follow-up.

· Ensure that all public responses are accurate, professional, and aligned with university communication policies.

3. File and Documentation Management

· Maintain physical and digital files, registers, official correspondence, approvals, and administrative records.

· Organize student grievance records, meeting minutes, reports, circulars, and official communications.

· Maintain systematic documentation for audits, accreditation, and institutional reporting.

· Ensure timely retrieval, secure storage, and confidentiality of official records.

· Track pending approvals, action items, and deadlines.

4. Event Photography and Media Coordination

· Coordinate event photo shoots, videography, and media coverage for DSW activities.

· Prepare photography and videography schedules in coordination with the concerned teams.

· Coordinate with photographers, videographers, student volunteers, and university media teams.

· Ensure timely collection, proper naming, cataloguing, and archiving of event photographs and videos.

· Maintain media records for reports, social media, newsletters, and accreditation documentation.

5. Administrative and Operational Activities

· Manage official emails, meeting schedules, correspondence, and follow-ups.

· Coordinate meetings, prepare agendas and minutes, and track action points.

· Assist in preparing budgets, expenditure statements, purchase requests, and approval notes.

· Coordinate logistics, transport, venue bookings, permissions, and resource requirements for DSW events.

· Maintain staff attendance and task trackers, where assigned.

· Coordinate with HR, Finance, Procurement, Security, Housekeeping, Transport, IT, and other university departments.

· Support the Dean in preparing presentations, reports, notices, and official communications.

6. Reporting and Compliance

· Prepare monthly operational reports and maintain activity-wise documentation.

· Maintain evidence and records required for NAAC and other institutional reporting.

· Track compliance with approved procedures, timelines, and administrative instructions.

· Perform additional responsibilities assigned by the Dean – Student Welfare.

Required Qualifications and Skills

· Graduate degree in any relevant discipline; postgraduate qualification preferred.

· Relevant experience in university administration, student affairs, operations, or office management preferred.

· Strong written and verbal communication skills.

· Proficiency in MS Office, Google Workspace, spreadsheets, email, and digital documentation.

· Good coordination, record-management, problem-solving, and follow-up skills.

· Ability to handle confidential information and multiple assignments.

Key Performance Indicators (KPIs)

· Timely grievance registration, escalation, and follow-up.

· Accuracy and completeness of files and records.

· Timeliness of ORM monitoring and reporting.

· Availability and organization of event photographs and media assets.

· Timely submission of reports and completion of administrative tasks.

· Adherence to deadlines and quality of interdepartmental coordination.