Office Executive – Admissions DepartmentDepartment: Admissions

Reporting To: Head of Administration

Qualification: Bachelor’s Degree (Minimum)

Experience: 1–3 Years Preferred

Job Location: Sector 59, Gurugram

Employment Type: Full-Time

Working Days: 6 Days a Week alternate saturday off

Working Hours: 8:00 AM – 4:00 PM

- Job SummaryThe Office Executive – Admissions will be responsible for maintaining accurate admission records, managing admission documentation, updating student data, preparing daily and monthly reports, and coordinating admission-related administrative activities.

The role requires strong computer skills, proficiency in MS Excel, attention to detail, and the ability to maintain confidentiality while ensuring smooth coordination between the Admissions Department and school administration.
- Key Roles & ResponsibilitiesA. Admission Records & Documentation

- Create, maintain, and regularly update admission records for prospective and enrolled students.
- Maintain student application forms, registration details, supporting documents, and admission files.
- Verify the completeness and accuracy of admission forms and documents.
- Maintain admission registers, student databases, and class-wise admission records.
- Track applications from enquiry and registration through documentation, selection, and final admission.
- Maintain records of pending documents, incomplete applications, withdrawals, and cancellations.
- Ensure proper filing, indexing, scanning, and digital storage of admission documents.
- Maintain confidentiality and ensure secure handling of student and parent information.

B. MIS, Dashboard & Reporting

- Prepare and update daily, weekly, and monthly admission MIS reports.
- Maintain admission dashboards showing enquiries, registrations, applications, confirmed admissions, and pending cases.
- Prepare class-wise, session-wise, and source-wise admission reports.
- Track admission targets versus actual admissions.
- Generate reports on enquiry conversion ratios, pending follow-ups, document completion, and admission status.
- Maintain accurate data for management review and decision-making.
- Highlight discrepancies, data gaps, and pending cases to the reporting manager.
- Submit reports within defined timelines and in the required format.

C. MS Excel & Data Management

- Maintain admission databases using MS Excel.
- Use Excel functions such as VLOOKUP/XLOOKUP, IF, COUNTIF/COUNTIFS, SUMIF/SUMIFS, and other relevant formulas.
- Prepare Pivot Tables, charts, summaries, and data analysis reports.
- Use filters, sorting, conditional formatting, and data validation to maintain data accuracy.
- Consolidate information from multiple sources and identify duplicate or incomplete records.




- Maintain standardized templates for admission registers, follow-up trackers, and MIS reports.
- Ensure regular data backups and proper version control of important files.

D. CRM & Admission Software Management

- Update and maintain admission enquiries, student profiles, and application status in the school’s CRM or admission management system.
- Record parent interactions, follow-up activities, counselling status, and admission outcomes.
- Monitor pending tasks, follow-ups, and application stages in the CRM.
- Generate reports and dashboards from the system, wherever applicable.
- Ensure consistency between CRM data, Excel reports, and official admission records.
- Coordinate with the CRM/software support team for technical issues and data corrections.
- Familiarity with Meritto (NoPaperForms) or similar admission CRM software will be an added advantage.

E. Admission Coordination & Follow-ups

- Coordinate with Admissions Counsellors, the front office, the Accounts Department, and school administration.
- Track pending applications, incomplete documentation, and outstanding admission formalities.
- Maintain records of registration fees, admission fees, and payment status in coordination with the Accounts Department.
- Prepare admission lists and student details for further processing by the concerned departments.
- Assist in preparing admission-related letters, acknowledgements, checklists, and communication records.
- Ensure timely updating of admission status after receiving confirmation from the authorized team.
- Support admission drives, open houses, school events, and admission campaigns through documentation and reporting.

F. General Office Administration

- Maintain organized physical and digital records of the Admissions Department.
- Prepare official emails, letters, notices, reports, and other admission-related documents.
- Maintain registers, trackers, checklists, and records of departmental activities.
- Coordinate with other departments to collect and verify student information.
- Monitor office stationery and documentation requirements related to admissions.
- Assist the Head of Administration with data compilation, administrative reports, and special assignments.
- Follow school policies, standard operating procedures, and data confidentiality guidelines.
- Perform other admission-related and administrative duties assigned by the reporting manager.

3.



Educational Qualification & SkillsEssential Qualifications

- Bachelor’s degree in any discipline from a recognized university.
- Positive working knowledge of MS Office, particularly MS Excel and MS Word.
- Strong data entry, record-keeping, and documentation skills.
- Good written and verbal communication skills.
- High attention to detail, accuracy, and time management.
- Ability to manage multiple tasks and meet reporting deadlines.

Preferred Qualifications / Added Advantage

- Prior experience in school administration, admissions, MIS, or office coordination.
- Advanced Excel skills, including Pivot Tables, lookup formulas, and dashboard preparation.
- Working knowledge of CRM and admission management software.
- Familiarity with Meritto (NoPaperForms) or similar CRM platforms.
- Experience in preparing admission MIS, conversion reports, and management dashboards.
- Knowledge of Google Sheets, data validation, and digital document management.

4. Key Performance Indicators (KPIs)Performance will be assessed on the following parameters:
- Accuracy and completeness of admission records.
- Timely submission of daily, weekly, and monthly MIS reports.
- Accuracy and consistency of CRM, Excel, and admission database entries.
- Timely updating of applications, admission status, and pending documentation.
- Quality and reliability of dashboards and management reports.
- Proper maintenance, retrieval, and confidentiality of student records.
- Timely coordination with the Admissions Team and Head of Administration.
- Reduction in data discrepancies, duplicate entries, and reporting errors.

5. Reporting & AccountabilityThe Office Executive will report directly to the Head of Administration and will be responsible for the accuracy, confidentiality, organization, and timely reporting of all admission-related records and administrative data assigned to the role. The position is primarily focused on admission operations, data management, MIS reporting, CRM updates, documentation, and administrative coordination.

Admission decisions, fee approvals, and other policy-related matters will remain subject to the school’s authorized approval process.

- Candidate ProfileThe ideal candidate should be systematic, detail-oriented, computer-savvy, dependable, and comfortable working with large volumes of student data.

The candidate must be capable of independently maintaining admission records, preparing Excel-based dashboards and reports, managing CRM entries, and providing reliable administrative support to the Admissions Department.

Preferred Candidate: A graduate with strong Excel and MIS skills, hands-on experience in admission documentation, and knowledge of Meritto or a similar CRM platform.

📌 Office executive in admission dept-junior role for School (Gurugram)
🏢 MSM Unify
📍 Gurugram