Location
Ludhiana | India
Job description
Title: Job Description for the Role of Office Executive at Chandigarh University
Introduction Chandigarh University is seeking a highly organized and efficient individual to join our team as an Office Executive. As an esteemed educational institution, Chandigarh University offers a dynamic working environment with ample opportunities for growth and development. The selected candidate will play a crucial role in ensuring the smooth functioning of various administrative tasks and providing excellent customer service to staff, students, and visitors.
Responsibilities - Manage Front Desk Operations: Greet and assist visitors in a courteous and professional manner. Answer phone calls, transferring them to the relevant departments or taking messages when necessary. Handle incoming and outgoing correspondence and ensure its proper distribution.
- Provide Administrative Support: Perform general clerical duties, including photocopying, faxing, mailing, and filing. Update and maintain office records, databases, and various documentation systems. Assist in the preparation of reports, presentations, and other materials as required.
- Coordinate Meetings and Appointments: Schedule and manage appointments, meetings, and conferences on behalf of university staff. Arrange for necessary resources, such as rooms, equipment, and refreshments. Ensure all logistics are well-organized and communicated effectively to all parties involved.
- Coordinate Travel Arrangements: Assist in making travel arrangements for faculty, staff, and visitors. This includes booking flights, accommodation, transportation, and managing related expenses. Develop strong communication channels with travel agencies, hotels, and transport providers to ensure seamless arrangements.
- Provide Information and Assistance: Serve as the primary point of contact for inquiries from students, staff, and the general public. Offer information about university programs, facilities, and services. Provide support and guidance regarding university policies, procedures, and regulations.
- Liaison with Different Departments: Collaborate and coordinate with various departments within the university to ensure effective communication and smooth operations. Assist in disseminating important information between departments and implement necessary administrative processes.
- Office Management: Maintain and replenish office supplies inventory by checking stock levels and placing orders as needed. Oversee the maintenance and repair of office equipment, such as printers, copiers, and computers. Keep the office area clean and organized at all times.
Requirements - Education: A bachelor's degree in any relevant discipline is preferred. Equivalent experience and qualifications may be considered.
- Experience: Previous experience in an administrative or office support role is desired but not mandatory. Fresh graduates with exceptional organizational skills and the ability to multitask will also be considered.
- Communication Skills: Excellent verbal and written communication skills in English, with the ability to interact professionally with diverse individuals at all levels.
- Computer Literacy: Proficiency in using MS Office (Word, Excel, and PowerPoint) and familiarity with office equipment (fax machines, printers, etc.). Knowledge of software such as ERP systems will be an advantage.
- Organizational Skills: Strong organizational and time management skills with the ability to prioritize tasks effectively.
- Attention to Detail: Meticulous attention to detail and accuracy in all administrative activities.
- Professionalism: Maintain confidentiality and exhibit professionalism at all times. Uphold the values and reputation of Chandigarh University.
- Interpersonal Skills: Excellent interpersonal skills with the ability to work collaboratively as part of a team and provide exceptional customer service.
Conclusion Join Chandigarh University as an Office Executive and contribute to its continuous success by ensuring smooth administrative operations and supporting the needs of faculty, staff, and students. This is an excellent opportunity for an organized and proactive professional who thrives in a fast-paced environment. Be part of our dedicated team and help shape the future of this esteemed educational institution. Apply now and embark on a rewarding career at Chandigarh University!
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