Role Purpose The Assistant Director — CSMC operates the executive coordination and follow-through system of the Office of the Executive Director, DSA by organising reviews, recording decisions, tracking approvals and dependencies, and ensuring that assigned actions are supported by current status and closure evidence.

The role enables the ED-DSA to take timely, evidence-based decisions by converting directorate-wide information, institutional directions, operational risks and stakeholder concerns into clear ownership, coordinated action and verified closure — while preserving the execution accountability of functional verticals across the Department of Student Affairs (DSA).

Role Boundary & Decision Rights The role coordinates, records, follows up and escalates. It does not independently approve CUIMS matters, alter policy, direct functional execution, or make HR/domain decisions unless specifically delegated in writing. Functional owners remain accountable for the substance and execution of their own actions.

The Assistant Director — CSMC reports to the Executive Director, DSA and leads coordination activities across the following functional areas:

- Executive Office & Meeting Governance
- Directives & Action-Closure Management
- Cross-Functional Operations Coordination
- CUIMS & Executive Approval Monitoring
- Strategic Projects & Event Review Coordination
- Policy, SOP, Audit & HR Coordination
- Executive Records, Correspondence & Cell Administration The role works closely with the ED-DSA's office, functional vertical heads across DSA (Hostels, Sports, Discipline, WDC, CEMD and others), the Central Event Management Division (CEMD), stakeholders on the CUIMS approval queue, and other CSMC team members.

Key Responsibilities

- Executive Office & Meeting Governance: Coordinate the ED-DSA's meetings, schedules, participants, agendas, briefing inputs and supporting documents; record decisions, action owners, timelines and dependencies, and issue approved action records to stakeholders within one working day of the meeting; maintain the executive meeting calendar and repository of decisions and supporting papers; alert the ED-DSA's office to missing inputs, conflicts and matters requiring pre-briefing.
- Directives & Action-Closure Management: Maintain the single authoritative tracker of directions issued by the ED-DSA and competent authorities relating to DSA; follow up with action owners,



obtain documentary evidence and update status, ageing and dependencies; identify overdue, blocked and high-risk actions and escalate promptly; prepare weekly exception and closure reports.
- Cross-Functional Operations Coordination: Coordinate inputs and dependencies across DSA verticals for assigned operational and strategic matters; maintain initiative-wise trackers and conduct disciplined follow-up with responsible officials; resolve coordination gaps within delegated authority and escalate substantive decisions promptly; support the ED-DSA's office in preparing consolidated operational status updates.
- CUIMS & Executive Approval Monitoring: Monitor the ED-DSA's CUIMS approval queue for leave, missed punch, PR, invoice, store and other assigned transactions; check completeness and coordinate clarification/supporting documents before placing matters for approval; maintain an approval tracker and flagurgent, sensitive, ageing or incomplete requests; preserve confidentiality and never exercise approval authority unless formally delegated.
- Strategic Projects & Event Review Coordination: Coordinate ED-level planning and readiness meetings for assigned University events and special projects; maintain the responsibility matrix, milestones, decisions, critical-path dependencies and readiness tracker; coordinate with CEMD and functional teams for implementation updates while preserving their execution ownership; escalate unresolved event/project risks promptly.
- Policy, SOP, Audit & HR Coordination: Maintain policy/SOP review schedules, version-control records, approval status and next-review dates; coordinate inputs and evidence for audits, compliance observations and assigned governance reviews; track operational HR matters such as onboarding, separation, attendance and pending cases requiring ED-level coordination; refer substantive policy, legal, HR or domain decisions to the authorized owner.
- Executive Records, Correspondence & Cell Administration: Maintain systematic records of meetings, directions, approvals,



correspondence, trackers and closure evidence; compile status notes, pending-action summaries and executive inputs for the ED-DSA; coordinate data and dashboard requirements; ensure secure, retrievable and version-controlled Cell documentation.

Measurement & Accountability Principles

- Action closure is credited only when acceptable evidence is recorded; otherwise the item remains open, re- phased or escalated.
- The incumbent is accountable for timely recording, follow-up and escalation; functional owners remain accountable for substantive completion.
- Turnaround time is measured from receipt of a complete request; time awaiting mandatory clarification is recorded separately.
- All trackers use common status definitions, ageing bands and an identified source of truth.

Leadership Expectations The Assistant Director — CSMC is expected to demonstrate:

- Highly calibrated, proactive and self-driven approach, able to anticipate requirements and act without close supervision.
- Rigorous follow-through and ownership culture, with zero tolerance for untracked or unevidenced closures.
- Discretion, confidentiality and sound judgement in handling sensitive executive and institutional matters.
- Sharp analytical and structured problem-solving ability, with a data-driven, detail-oriented approach to trackers, dashboards and reporting
- Composure and professionalism operating at executive/ED level, while respecting the decision rights of functional owners
- Clear, professional written and verbal communication for institutional correspondence and briefing

Eligibility Criteria

- MBA from a Tier I or Tier II Business School (Public Administration, General Management, Operations or Strategy specialization preferred); a PhD in Management, Public Administration, or a related discipline is highly preferred.
- Minimum 7+ years of relevant post-MBA experience, preferably with prior exposure in an IT company, management consulting firm, or similarly rapid-paced, process- and metrics-driven corporate environment, before transitioning to institutional/executive-coordination roles.
- Demonstrated experience in executive office coordination, action/directive tracking, cross-functional coordination, or project management; experience in a higher-education institution is an advantage but not mandatory.

Call at (phone hidden)

📌 Assistant Director — Coordination & Strategic Management Cell (India)
🏢 Chandigarh University
📍 India