Key Responsibilities

nA. Academic Administration & Statutory Compliance

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- Manage correspondence with the Government, University Grants Commission (UGC), AIU, regulatory bodies, and other universities/institutions; respond to communications received from Government/semi-Government departments in consultation with the Registrar and maintain records of all correspondence.
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- Oversee admissions, re-admissions, student dues, the prospectus, and preparation of the academic calendar.
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- Maintain thorough knowledge of rules governing admissions, examinations, and courses of study, and ensure timely incorporation of amendments.
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- Draft agendas and minutes for meetings, including statutory body meetings, together with supporting documentation, and follow up on Action Taken Reports.
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- Process recognition/equivalence of qualifications (diplomas, degrees, certificates) and monitor subject mapping for migration/transfer-category admissions in liaison with the Equivalence Committee.
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- Provide general office supervision, including transfers and leave management for ministerial and technical staff.
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- Support preparation of the University's Annual Report and other non-academic publications, and compile documentation/data required for NAAC, NIRF, NBA, AISHE-UGC, AIU, and IQAC reporting.
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- Ensure implementation of decisions of the Board of Management and Academic Council as directed by the Registrar, and maintain records of all statutory bodies (Board of Management, Academic Council, UG/PG Academic Committee, Finance Committee, Board of Studies, Faculty Boards, etc.), including indexing and binding.
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- Manage the students' grievance redressal mechanism, including UGC/AIU/State Government grievance portals.
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- Support the legal counsel in preparation of legal responses.
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- Monitor disbursement of scholarships, including Government scholarships, for current and continuing students.
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- Oversee drafting and circulation of notices, office orders, and communications to students via ERP/email/WhatsApp, and maintain records of the same.
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- Maintain records of all MOUs and professional memberships, and ensure timely renewal.
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- Maintain and update the University's Act, First Rules, First Statutes, and Ordinances, along with related committee updates as per the Academic Ordinance.
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- Ensure timely compliance with UGC, AICTE, NAAC, NIRF, NBA, AIU, NCTE, and other applicable statutory/regulatory requirements, including approvals, recognitions, renewals, extensions,



and accreditation for academic programmes and institutional activities.
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- Ensure timely submission of annual returns, statutory reports, mandatory disclosures, and compliance data to regulatory authorities, and maintain a Regulatory Compliance Calendar tracking approval validity, renewal dates, submission deadlines, and inspections.
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- Undertake any other responsibilities assigned by the Registrar from time to time.
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nB.

Student

Life-Cycle Management (SAP/ERP)

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- Supervise and monitor the complete student life cycle, from admission to graduation/withdrawal, covering application creation, admission letters, document verification, registration, onboarding, data verification, document scanning/uploading, enrolment number generation, withdrawal/dropout processing (including refunds and de-registration), and semester-wise re-registration.
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- Oversee issuance of Migration Certificates, Character Certificates, Transfer Certificates, No-Dues Certificates, Bonafide Letters, Rank Certificates, and similar documents.
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- Periodically analyze ERP reports.
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nC.

Convocation

Management

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- Monitor graduation status and finalize the list of passing-out students after verifying academic requirements; oversee de-registration, maintenance of master data, sharing of records with the Alumni Department, and processing of security deposit refunds.
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- Finalize the list of eligible students, and monitor/verify the Tabulation Register and TR sheets for record-keeping.
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- Finalize the list of medal winners and coordinate the meeting and approval for best student nominations.
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- Oversee degree printing and signing, and maintain related records.
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- Draft the minute-to-minute Convocation programme, coordinate invitation cards and guest lists (including student invitations), and organize the Convocation function.
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- Initiate and monitor procurement of stationery, medals, mark sheets, degrees, merit certificates, mementos, scrolls, and souvenirs.
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- Monitor and audit distribution of degrees/mark sheets, and maintain related records.
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- Upload data to the National Academic Depository (NAD) and verify mark sheets/degrees for companies and higher education institutions.
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- Process and dispatch degree certificates and mark sheets upon student request, and maintain relevant records.
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nD.

General

Administration & Office Compliance

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- Liaise with all University departments to ensure smooth functioning.
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- Maintain and update student files, and ensure records/archives are organized for quick retrieval; monitor FRRO compliance for international students.
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- Monitor and process branch-change requests.
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- Assist in preparation of the Annual Budget and monitoring of expenses.
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- Periodically review and update Standard Operating Procedures (SOPs) following approval.
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- Undertake any other tasks assigned from time to time.
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nReporting Structure

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- Reports to: Registrar / Additional Registrar / Competent Authority, as designated by the University.
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- Supervises: Assistant Registrars, Section Officers, administrative staff, and other personnel assigned to the concerned section(s).
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- Key Coordination: Deans, Heads of Departments, Directors, and Examination/Admission/Academic/Finance/HR/Legal/IT and other statutory or administrative offices.
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- External Coordination: UGC, AICTE, NAAC, NIRF, government departments, statutory/regulatory bodies, and other external agencies, as assigned.
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nEducational Qualifications

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- Essential: Master's Degree with at least 60% marks or an equivalent grade from a recognized University/Institution.
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- Desirable: MBA / MPA / LL.B. / LL.M. / M.Phil. / Ph.D. or a qualification in Higher Education Administration, Management, Law, Public Administration, or a related field.
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- Working knowledge of UGC regulations, Accreditations, norms of Regulatory bodies, Higher Education policies, University Acts/Statutes/Ordinances, and applicable regulatory requirements will be preferred.
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nRelevant Experience

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- Minimum 8–10 years of relevant administrative experience in a University, Higher Education Institution, Government/Semi-Government organization, or a comparable institution.
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- Experience in a supervisory/managerial administrative position will be preferred.
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nRequired Skills & Competencies

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- Administrative & Leadership Skills
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- Regulatory & Compliance Knowledge
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- Communication Skills
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- Technology & Data Skills
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- Professional Competencies
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📌 Deputy Registrar (Pragpura)
🏢 Vivekananda Global University
📍 Pragpura