Vice Principal - Administration
Shaheen Group of Institutions, Hyderabad
Total years of experience :18 years, 9 months
Organization Profile
Shaheen is the leading educational institution in India. Shaheen, is passionate about grooming leaders who are not only thorough professionals but also good human beings with values and morals. Its aim is to engage, educate and empower wards enabling them to seize the world of opportunities manifested in the form of free education across various domains in state-owned academic centre’s of excellence
Job Profile
Overall supervision of Academic Buildings,
Discipline of Students and monitoring of floor in-charges
Attendance monitoring of Staff and Students
Security of Campus
Ensure proper maintenance of all buildings, furniture, equipment and grounds.
Ensure continuous water supply and electric power.
Ensure daily general up keep of campus.
Supervision on Admission Procedures
Fee negotiation and Fee Collection
Monitoring and reducing the number of fee defaulters.
Supervising day-to-day operations of the administrative department and staff members.
Developing, reviewing, and improving administrative systems, policies, and procedures.
Online class management
Supervision of Campus thru CCTV
Controlling of Hostel Facilities
Establish proper control procedures for purchase and issue of stores.
Daily monitoring of inventories and annual physical stocktaking.
Overall supervision of Academic Buildings, Gardens and Grounds and Office.
Security of Campus
Arrangements for all School functions and Society meetings.
Ensure proper maintenance of all buildings, furniture, equipment and grounds.
Monitor daily maintenance work executed by maintenance department.
Ensure continuous water supply and electric power.
Ensure daily general upkeep of campus.
Leading the School Administration Team in integrating Information and Communications Technology (ICT) into administrative processes, and leveraging ICT to improve efficiency in work processes and in supporting teaching and learning
Supervising day-to-day operations of the administrative department and staff members.
Developing, reviewing, and improving administrative systems, policies, and procedures.
Supervision on Admission Procedures
Fee Collection
Monitoring and reducing the number of fee defaulters.
Introducing of discount vouchers for fee discounts.
Responsible for delivering top-quality administrative and office management services
Preparing of Admin budget, ensuring expenses are in line with the budgets and tracking variances.
Tracking of company assets by perpetual inventory of all the assets
Generating savings from better negotiation, diversified vendor base, and tracking consumptions
Admin help desk - Ensure all admin help desk requests are completed within stipulated period of time
Renting and refurbishment of all offices and accommodation across UAE.
Maintenance of all company properties.
Airlines hotels bookings and other travel arrangements for the Managers and staff.
Supervising and coaching reception and others administration staff
Coordinate for administrative matters for the Management such as Security, Office boys, ordering business cards and office supplies, internal moves, work spaces, liaising for IT equipment and other matters, etc
Responsible for organizing 3 events in a year as part of corporate engagement with employees.
Independently handling the administration department
Job Profile
Responsible for delivering top-quality administrative and office management services
Part of the Management team for organizational restructuring.
Work directly with VP’s on all plans and strategies.
Deal with international collaborators and partners
Responsible for procurement of materials for new projects from international market based on Bill of Order - quantity.
Prepare correspondence, reports, and materials for presentations
Set-up President’s and VP’s travel arrangements.
Airlines hotels bookings and arrangements for the Managers and staff.
Checking VP’s personal emails and maintaining the confidentiality
Managing personal and top confidential issues to VP
Assist in overall growth and development of the company.
Supervising and coaching reception and others administration staff
Set up & coordinate meetings and conferences
To be the coordinator for the Management and its’ representative to have effective coordination with all departments by making internal and external communication open to its members and ensure smooth execution of the assigned task
Coordinate for administrative matters for the Management such as meeting requests, ordering business cards and office supplies, internal moves, work spaces, liaising for IT equipment and other matters, booking conference rooms etc
Independently handling the administration department
Carried out recruitment before HR department was established.
Member of recruitment panel of the company
Managing the office of V.P in the absence of his secretaries.
Ensuring accurate documentation of Material Receipts, Issues, Dispatches and Returns from Production in SAP.
Planning, coordinating for dispatch of materials to various plants as per the schedule.
Handling of Local purchases, raising of Purchase orders and also selecting the Best Quotations.
Adhering to ISO 9001, ISO 14001. procedures and documentation.
Conducting of Audits with regard to cleanliness (Japanese concept of 5S)
Ensuring proper storage and handling of materials as per the storage class defined in the ISO manual.
Re-assessment of materials.
Exploring, sharing & implementing best work practices.
Taking up of perpetual inventory control system to identify reasons for variance.
Formulating the stock taking schedule in consultation with other departments and executing the same within the time frame.
Preparations of MIS reports, analysis of stock variance, reporting of department performance and undertake closure of audit observations.
Co-ordination with local vendors in regard to supply of materials as per the daily production plan.
Freight Negotiations with Transporters.