DSW Coordinator – Clubs and Societies

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

Mangalam

University

Job Purpose To coordinate and facilitate the functioning of all student clubs and societies under the Department of Student Welfare, promote student participation and leadership, and ensure the effective planning, execution, documentation, and evaluation of student-led activities and university events.

Key Roles and Responsibilities

- Clubs and Societies Management

· Coordinate the activities of all clubs and societies functioning under DSW.

· Maintain updated records of club presidents, vice presidents, faculty mentors, office bearers, and members.

· Coordinate club formation, membership drives, recruitment, inductions, and annual transitions.

· Facilitate the preparation of annual activity calendars and monthly event plans.

· Conduct regular meetings with club representatives and faculty mentors.

· Monitor club participation, performance, and adherence to university guidelines.

· Support the resolution of operational issues faced by club office bearers.

2.

Event

Planning and Execution

· Assist clubs in planning and organizing cultural, literary, technical, social, environmental, and community engagement activities.

· Review event proposals, activity plans, budgets, and resource requirements before submission for approval.

· Coordinate venues, permissions, logistics, equipment, volunteers, and event schedules.

· Ensure events are conducted according to approved plans, university policies, and safety guidelines.

· Coordinate inter-club collaborations, inter-university events, competitions, and student festivals.

· Facilitate student participation in external competitions and university-level initiatives.

3.

Student

Engagement and Leadership Development

· Encourage student participation in extracurricular and co-curricular activities.

· Support the development of leadership, teamwork, communication, creativity, and organizational skills.

· Mentor club office bearers in planning, delegation, teamwork, and execution.

· Coordinate student volunteer teams and student-led initiatives.

· Identify active student contributors and recommend them for recognition and appreciation.

· Support initiatives that strengthen student belonging, campus culture, and holistic development.

4.

Activity

Reporting and Documentation

· Collect event proposals, attendance sheets, photographs, videos, feedback,



and post-event reports.

· Ensure monthly progress reports are submitted by the prescribed deadline.

· Maintain a consolidated database of club activities, participation, achievements, and expenditure.

· Prepare monthly and semester-wise club performance reports.

· Maintain evidence required for NAAC, accreditation, annual reports, and institutional records.

· Follow up with club presidents, vice presidents, and faculty mentors for pending reports.

5.

Club Performance

Monitoring and Recognition

· Track club activities against approved annual calendars and monthly targets.

· Monitor participation, event quality, student engagement, outreach, and social media performance.

· Coordinate club evaluations and performance reviews.

· Facilitate initiatives such as Best Club of the Month, rolling trophy awards, certificates, and other recognition programmes.

· Maintain performance scorecards and supporting evidence for transparent evaluation.

- Publicity, Branding, and Social Media Coordination

· Coordinate with the university's Marketing and Communications team for event publicity.

· Ensure approved logos, branding guidelines, and standard design templates are used consistently.

· Facilitate timely submission of posters, event announcements, captions, and promotional material.

· Coordinate event coverage, reels, photographs, and activity highlights.

· Monitor club social media activity and maintain records of reach and engagement, where applicable.

- Budget and Resource Coordination

· Assist clubs in preparing event budgets and resource requests.

· Track approved expenditure, bills, vouchers, and supporting documents in coordination with the DSW Operations Manager.

· Ensure expenditure is within approved limits and follows university procedures.

· Maintain records of sponsorships, partnerships, prizes, and event-related resources, as applicable.

8.

Community

Engagement and Institutional Initiatives

· Coordinate social outreach, volunteering, environmental awareness, cultural exchange,



and community engagement initiatives.

· Support activities related to social responsibility, inclusivity, wellness, and national/institutional observances.

· Facilitate collaborations with NGOs, schools, community organizations, and external institutions after obtaining required approvals.

· Assist in organizing major university events, induction programmes, student festivals, and inter-university competitions.

9.

Student Council

Coordination

· Coordinate with the Student Council on club activities, student initiatives, and major DSW programmes.

· Facilitate communication between student representatives, faculty mentors, and the DSW office.

· Maintain records of council-led activities, meetings, responsibilities, and achievements.

· Support student leadership initiatives and ensure adherence to approved university procedures.

- Reporting and Other Responsibilities

· Submit periodic reports to the Dean – Student Welfare.

· Maintain an updated calendar of upcoming activities, deadlines, and pending approvals.

· Support DSW campaigns, student engagement drives, and institutional events.

· Perform other duties assigned by the Dean – Student Welfare.

Required Qualifications and Skills

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

· Experience in event management, student engagement, extracurricular activities, or institutional coordination preferred.

· Robust communication, interpersonal, and organizational skills.

· Ability to coordinate multiple clubs, teams, and activities simultaneously.

· Proficiency in MS Office, Google Workspace, spreadsheets, and presentation tools.

· Familiarity with social media coordination, reporting, budgeting, and event documentation.

· Proactive attitude, creativity, teamwork, and the ability to work under deadlines.

Key Performance Indicators (KPIs)

· Timely submission of club calendars, event proposals, and monthly reports.

· Number and quality of activities conducted against approved calendars.

· Student participation, engagement, and volunteer involvement.

· Completeness of event documentation and accreditation evidence.

· Club performance improvement and compliance with university guidelines.

· Timely coordination of approvals, publicity, logistics, and event execution.

· Effectiveness of student leadership and inter-club coordination.

📌 DSW Coordinator (Gurugram)
🏢 Mangalam
📍 Gurugram