PSGR Krishnammal College for Women, a leading autonomous institution of higher education committed to academic and administrative excellence, invites applications from qualified and experienced professionals for the following position:

Position: Executive – Dean’s Office

1. Job Purpose

To provide comprehensive administrative, coordination, documentation, and operational support to the Dean’s Office and Research & Development activities. The Executive will coordinate with faculty members, research scholars, Heads of Departments (HODs), applicants, and other stakeholders to ensure smooth office operations, accurate record maintenance, timely communication, and effective completion of assigned tasks.

2. Key Responsibilities

A. Administrative and Dean’s Office Support

- Manage the Dean’s calendar, appointments, meetings, and official correspondence.

- Draft, format, proofread, and maintain official letters, circulars, notices, reports, minutes, and other documents.

- Maintain systematic records, registers, files, and confidential documents.

- Prepare meeting agendas, coordinate schedules, circulate meeting materials, and record minutes of meetings.

- Handle emails, telephone enquiries, and routine administrative communications professionally.

B. PhD Admissions and Research Scholar Coordination

- Coordinate PhD admission processes, application tracking, document verification, and applicant communication.

- Liaise with HODs, research supervisors, faculty members, and research scholars regarding procedures and deadlines.

- Maintain updated records of research scholars, supervisors, admission status, research progress, and related documentation.

- Coordinate doctoral committee meetings, progress reviews, synopsis submissions, and thesis-related processes.

- Track pending applications, submissions, approvals, and other research-related requirements.

C. Research Project and Funding Administration

- Assist faculty members with research proposals, project submissions, and institutional approval processes.

- Maintain records of funded projects, grants, sanctioned amounts, expenditure statements, utilisation certificates, and completion reports.

- Monitor project deadlines, reporting requirements, and submission schedules.

- Coordinate with faculty members, funding agencies, and institutional offices regarding project documentation.

- Assist in compiling research funding data and preparing periodic progress reports.

D. Research Data Management and Documentation

- Maintain and update institutional databases relating to research publications, patents, consultancy, funded projects, research scholars, and other R&D; activities.

- Collect, verify, consolidate,



and update research information received from departments and faculty members.

- Manage online forms, Excel spreadsheets, shared folders, and digital records.

- Support the preparation of research statistics, institutional reports, presentations, and documentation for accreditation and ranking purposes.

- Ensure accuracy, completeness, confidentiality, and timely updating of records.

E. Research Activities and Event Coordination

- Coordinate workshops, seminars, conferences, research meetings, and faculty development programmes.

- Communicate schedules, instructions, and deadlines to faculty members, research scholars, and departments.

- Assist in coordinating Research Council meetings, committee activities, and institutional research initiatives.

- Follow up with stakeholders to ensure timely completion of assigned tasks.

F. Financial and General Office Support

- Maintain administrative records relating to research expenditure, approved claims, bills, and supporting documents.

- Coordinate the submission and tracking of research incentives, consultancy claims, and other eligible claims.

- Assist in preparing expenditure summaries and documents required for internal verification and audit.

- Maintain office stationery, equipment records, and other administrative requirements.

- Respond professionally to enquiries from faculty members, research scholars, applicants, and external stakeholders.

- Ensure the secure handling of confidential institutional, financial, and research-related information.

G. Digital Tools, Reporting and AI Applications

- Prepare reports, letters, presentations, trackers, and documentation using MS Word, Excel, and PowerPoint.

- Use Excel for data entry, formatting, sorting, filtering, formulas, data validation, and basic reporting.

- Prepare professional presentations and meeting materials using PowerPoint.

- Use appropriate AI tools to support drafting, proofreading, summarisation, presentation preparation, and routine administrative tasks.

- Maintain organised digital files, shared folders, and electronic records.

- Verify AI-generated content for accuracy, professionalism, and relevance before use, while protecting confidential institutional information.

H. People Management and Coordination

- Maintain effective working relationships with faculty members, research scholars,



administrative staff, and external stakeholders.

- Demonstrate good interpersonal skills, professional etiquette, and a service-oriented approach.

- Coordinate multiple tasks, prioritise assignments, monitor deadlines, and follow up on pending activities.

- Handle routine queries professionally and escalate sensitive or complex matters to the appropriate authority.

- Support teamwork, smooth communication, and efficient day-to-day office functioning.

3. Educational Qualification

- Bachelor’s degree in any discipline; a Master’s degree is preferred.

- Candidates with qualifications or experience in Administration, Management, Life Sciences, Research Administration, or related fields may be preferred.

4. Experience

- Relevant experience in office administration, executive assistance, academic administration, research coordination, or institutional documentation is preferred.

- Freshers with strong communication, computer, organisational, and coordination skills may also be considered.

5. Required Skills and Competencies

- Excellent verbal and written communication skills in English.

- Good interpersonal skills and people management abilities.

- Strong proficiency in MS Word, Excel, and PowerPoint.

- Familiarity with AI productivity tools such as ChatGPT, Microsoft Copilot, or similar applications.

- Positive drafting, documentation, data management, and report preparation skills.

- Strong organisational abilities, attention to detail, and time management.

- Ability to multitask, coordinate with different stakeholders, and meet deadlines.

- Professional conduct, confidentiality, accountability, and a willingness to learn.

6. Contract Terms

- Duration: 7–8 months on a temporary / fixed-term basis.

- Joining: Immediate joiners preferred.

- Work Location: As assigned by the institution.

- Compensation: As per institutional norms and candidate experience.

7. Performance Expectations

- Timely completion of administrative and coordination activities.

- Accurate maintenance of records and research-related databases.

- Effective communication and follow-up with stakeholders.

- Quality and timely preparation of reports, presentations, and official documents.

- Responsible handling of confidential information and efficient use of digital tools.

How to Apply:

Interested candidates may send their detailed resume, recent passport-size photograph, and copies of relevant certificates to: [email protected]

Benefits:

- Provident Fund

NOTE: Only shortlisted candidates will be contacted.

Pay: ₹15,000.00 - ₹18,000.00 per month

Benefits:

- Provident Fund

Work Location: In person

📌 Executive - Dean Research Office (Peelamedu)
🏢 PSGR Krishnammal College for Women
📍 Peelamedu