Office Supervisor

Administration | Engineering College | Full-time

Job Title

Office Supervisor

Department

Administration / Central Office

Reporting To

Registrar / Principal / Head of Administration, as designated by the management

Position Type

Full-time, on-campus

- About the Role The Office Supervisor will be responsible for overseeing the day-to-day administrative operations of the college, ensuring the smooth functioning of the central office and effective coordination among academic departments, administrative staff, students, faculty members, and other stakeholders.

The role requires a disciplined, organised, proactive, and dependable individual who can supervise office personnel, maintain accurate records, monitor administrative processes, and ensure that instructions issued by the college management are implemented efficiently and within stipulated timelines.

The ideal candidate should demonstrate robust organisational ability, professional communication, sound judgement, attention to detail, and the ability to maintain confidentiality in handling institutional information.

- Key ResponsibilitiesA. Office Administration and Operations

- Supervise the daily functioning of the central administrative office and ensure that all assigned tasks are completed accurately and on time.
- Maintain an organised system for incoming and outgoing correspondence, files, registers, official documents, notices, and records.
- Ensure the timely preparation, circulation, and follow-up of official letters, circulars, notices, meeting minutes, and administrative communications.
- Monitor the movement of files and documents between departments and ensure that pending matters are followed up appropriately.
- Maintain proper filing systems, both physical and digital, for easy retrieval and reference.
- Ensure that the office remains orderly, professional, and adequately equipped for routine administrative work.

B. Staff Supervision and Coordination
- Allocate, monitor, and review the work of assigned office assistants, clerical staff, and other administrative personnel.
- Ensure staff punctuality, attendance, discipline, and adherence to institutional procedures.
- Maintain staff attendance records and bring irregularities or recurring performance issues to the attention of the reporting authority.
- Coordinate with academic departments, examination sections, accounts, admissions, student affairs, and other administrative units.
- Communicate management instructions clearly and ensure timely compliance by the concerned personnel.
- Identify operational gaps and recommend practical measures to improve office efficiency.

C. Academic and Institutional Support
- Assist in the administrative coordination of admissions, student registration, examinations, results, academic activities, meetings, inspections, and institutional events.
- Coordinate the collection, verification, and submission of information and documents required from various departments.
- Support the preparation and maintenance of institutional records required for affiliation, accreditation, regulatory inspections, audits, and internal reviews.
- Ensure that notices, schedules, and administrative instructions reach the relevant faculty members, staff, and students on time.
- Facilitate the smooth flow of information between the management and different institutional units.

D. Records, Documentation and Compliance
- Maintain accurate records of official correspondence, office orders, meeting proceedings, registers, and other administrative documents.
- Ensure that confidential documents and sensitive institutional information are handled securely.
- Monitor deadlines for reports, submissions, renewals, and other administrative requirements assigned to the office.
- Assist in compiling data and documentation for institutional reviews, audits,



and statutory or regulatory requirements.
- Ensure that records are updated regularly and are readily available for authorised verification.
- Follow the college's approved document retention, record management, and confidentiality procedures.

E. Student, Faculty and Visitor Coordination
- Ensure courteous and professional handling of enquiries from students, parents, faculty members, visitors, and external agencies.
- Direct queries to the appropriate departments and facilitate their timely resolution.
- Monitor the receipt and forwarding of student applications, requests, certificates, and other administrative submissions.
- Ensure that grievances or unresolved matters are referred to the appropriate authority rather than being unnecessarily delayed.
- Maintain a professional and service-oriented setting in the administrative office.

F. Resource and Facility Coordination
- Monitor the availability of stationery, office supplies, registers, printing materials, and other administrative resources.
- Maintain records of office supplies issued and consumed, where applicable.
- Coordinate with housekeeping, security, maintenance, and IT support teams to address routine office-related requirements.
- Report equipment failures, maintenance needs, and operational issues to the appropriate authority.
- Promote economical use of institutional resources and prevent avoidable wastage.

G. Reporting and Accountability
- Submit periodic reports on office activities, pending work, staff attendance, documentation status, and administrative issues.
- Maintain a tracker of important deadlines, pending approvals, and unresolved matters.
- Escalate delays, procedural violations, reliable complaints, and other significant issues to the reporting authority promptly.
- Ensure that verbal instructions requiring formal action are documented wherever appropriate.
- Perform other administrative responsibilities assigned by the management that are consistent with the position.

3. Educational Qualification and Experience

Essential qualifications

- Graduate in any discipline from a recognised university.
- Minimum 3 to 5 years of relevant experience in office administration, preferably in an educational institution, engineering college, university, or comparable organisation.
- Working knowledge of MS Office, particularly Word, Excel, email, document preparation, and digital record management.
- Good written and verbal communication skills in English and Hindi, with knowledge of the local language being an advantage.

Desirable qualifications
- Experience in supervising administrative or clerical staff.
- Familiarity with academic administration, student records, examination processes, and institutional documentation.
- Experience in preparing reports, maintaining registers, coordinating meetings, and handling official correspondence.
- Familiarity with ERP systems, digital attendance systems, and online document management platforms.

4. Skills and Competencies The candidate should demonstrate:
- Leadership and supervision: Ability to assign work, monitor performance, and maintain discipline.
- Organisation and planning: Ability to manage multiple tasks, deadlines, files, and competing priorities.
- Communication: Clear, courteous, and professional interaction with staff, students, parents, and management.
- Attention to detail: Accuracy in documentation, data entry, reporting, and record maintenance.




- Problem-solving: Ability to resolve routine operational issues independently within delegated authority.
- Integrity and confidentiality: Responsible handling of official records, personal information, and sensitive communications.
- Time management: Consistent follow-through on assigned work and pending matters.
- Initiative and accountability: Ability to identify delays, take corrective action, and report outcomes without constant supervision.

5. Performance Expectations and Key Result Areas The performance of the Office Supervisor will be evaluated against the following areas:

Key Result Area

Expected Outcome

Office operations

Smooth, organised, and timely completion of routine office work

Staff supervision

Effective work allocation, punctuality monitoring, and task completion

Documentation

Accurate, updated, and easily retrievable records

Deadline management

Timely completion and submission of assigned reports and documents

Interdepartmental coordination

Prompt communication and effective follow-up on pending matters

Student and visitor services

Courteous handling of enquiries and timely routing of requests

Compliance support

Availability and readiness of assigned institutional records

Resource management

Responsible use of office supplies and timely reporting of requirements

Reporting and accountability

Regular updates on pending tasks, delays, and completed work

Performance indicators and specific targets may be established by the management at the time of joining or during the probation period.

- Behavioural and Professional Expectations The Office Supervisor is expected to:

- Maintain punctuality, discipline, and professional conduct at all times.
- Follow the administrative hierarchy and respect the authority of the Principal, Registrar, and designated management representatives.
- Exercise discretion and confidentiality when dealing with institutional matters.
- Treat all students, faculty members, colleagues, parents, and visitors fairly and respectfully.
- Avoid unauthorised commitments, disclosure of information, or decisions beyond delegated authority.
- Maintain a solution-oriented approach while ensuring adherence to institutional rules and procedures.
- Set a positive example for other administrative staff through reliability, discipline, and professional behaviour.

7. Authority and Limitations The Office Supervisor may allocate routine work to assigned staff, monitor task completion, maintain administrative records, coordinate between departments, and recommend improvements to office procedures.

The position does not independently carry authority to approve expenditure, sanction leave, issue disciplinary orders, make policy decisions, or commit the institution to external obligations unless specifically authorised in writing by the management.

- Employment Terms

- Job Location: College campus.
- Employment Type: Full-time.
- Probation: As per institutional policy.
- Salary: Commensurate with qualifications, relevant experience, and institutional norms.
- Working Hours: As prescribed by the college.
- Reporting Structure: As determined by the management.

9. Application Process

Interested candidates may submit their updated CV, educational qualifications, experience details, and contact information to the college's designated recruitment email address or administrative office.

Only shortlisted candidates will be contacted for further assessment and interview.

Job Type: Full-time

Pay: ₹18,000.00 - ₹25,000.00 per month

Advantages

- Health insurance
- Paid sick time
- Provident Fund

Ability to commute/relocate:
- Kamrup Metro District, Assam: Reliably commute or planning to relocate before starting work (Required)

Experience:
- total work: 2 years (Required)

Work Location: In person

📌 Office Administration Manager (Kamrup Metropolitan)
🏢 scholars institute of technology and management
📍 Kamrup Metropolitan