Executive Assistant

Job Description E-Governance Executive

Position

E-Governance Executive

Department

Administration / Information Technology

Reporting To

Registrar / Deputy Registrar

Job Summary

The E-Governance Executive is responsible for supporting the implementation, operation, and maintenance of the University's digital governance systems. The role involves coordinating with various departments to ensure smooth functioning of ERP applications, digital workflows, online services, data management, and e-governance initiatives while providing user support and ensuring data accuracy.

Key Responsibilities

1. E-Governance Operations

• Support the day-to-day functioning of the University's ERP and e-governance systems.
• Monitor digital workflows and ensure timely processing of online requests and approvals.
• Coordinate with departments for effective utilization of e-governance platforms.
• Assist in implementing new digital processes and automation initiatives.

2. ERP & System Coordination

• Coordinate with ERP vendors and internal users for issue resolution.
• Track and follow up on system enhancements and pending support tickets.
• Assist departments in using ERP modules efficiently.
• Ensure smooth operation of online academic and administrative processes.

3. Data Management

• Maintain accurate digital records and databases.
• Perform data entry, verification, and validation in ERP systems.
• Generate routine reports and dashboards from ERP data.
• Ensure data integrity and confidentiality.

4. User Support & Training

• Provide first-level support to faculty, staff, and students on ERP and e-governance applications.
• Assist users in resolving system-related queries.
• Support user onboarding and conduct basic orientation sessions on digital platforms.

5. Documentation

• Maintain user manuals, process documentation, and SOPs for e-governance systems.
• Prepare reports on system usage, pending issues, and implementation status.
• Maintain records of user requests and issue resolution.

6. Coordination

• Coordinate with Academic, Admissions, Examination, Finance, HR, Student Affairs, and Administration departments for digital process implementation.
• Liaise with software vendors and IT support teams for system maintenance and upgrades.
• Assist in the rollout of new ERP modules and digital initiatives.

7. Compliance & Quality

• Ensure adherence to University policies related to digital data management.
• Support data audits and compliance activities.
• Promote best practices in digital governance and process standardization.

Qualifications

• Bachelor's Degree in any discipline from a recognized University.

Experience

• 1–3 years of relevant experience in ERP coordination, e-governance, MIS, data management, or administrative support, preferably in a University, educational institution, or corporate environment.

Skills Required

• Proficiency in Microsoft Excel, PowerPoint, and Word.
• Basic understanding of ERP and e-governance systems.
• Good analytical and problem-solving skills.
• Strong communication and coordination abilities.
• Good documentation and record management skills.
• Attention to detail and data accuracy.
• Ability to learn new software applications quickly.
• Ability to work collaboratively with multiple departments.

Key Performance Indicators (KPIs)

• Timely resolution of ERP and user support requests.
• Accuracy and completeness of digital records.
• Timely generation of reports and MIS.
• Successful coordination of e-governance activities across departments.
• User satisfaction with ERP support.
• Compliance with data management standards.
• Timely implementation of digital initiatives and system updates.