Deepak Negi

Assistance and Administrative Support to the Dean:

• Manage the dean’s schedule, appointments, and logistics for various events, town hall interactions, and internal and external meetings.
• Disseminate information to faculty members and cluster heads from the Dean and other relevant departments promptly and appropriately.
• Manage flights, travel arrangements, and accommodations for the Dean, ensuring smooth coordination with the Travel Desk team and adherence to budgetary guidelines.
• Assist with meeting preparations, including gathering materials, setting up technological requirements, and organizing and booking venues promptly.
• Draft, proofread, and send out official correspondence on behalf of the dean, following approval.
• Facilitate communication between the dean and other faculty members, students, vendors, etc.
• Handle the reimbursement process for the Dean promptly and accurately.
• Maintain and update all databases, both online and offline.
• Execute all assigned tasks by the Dean-SOHST promptly and efficiently.

Operational Management and Coordination:

• Maintain and update various reports in both hard and soft formats.
• Coordinate meetings, including sending invitations, booking venues, managing logistics, obtaining budget approvals, and preparing comprehensive minutes for various committees.
• Prepare and maintain lists of course coordinators, activity coordinators, placement coordinators, and subject coordinators.
• Prepare question paper mappings for end-of-semester and supplementary exams, as well as moderator lists.
• Follow up on the timely submission of answer sheets and award sheets.
• Coordinate and prepare lists for Examination, Moderation, and Examination, Disciplinary Committees with approval from Cluster Heads and the Dean.

Communication and stakeholder support:

• Efficiently manage travel arrangements and accommodations for external members invited as guests to events or conferences.
• Provide venue booking, logistics management, budget approvals, and administrative support for organizing teams and external members.
• Handle the honorarium disbursement process for external entities efficiently and transparently, ensuring compliance with relevant policies and procedures.
• Address student queries, direct them to the appropriate contact person for issue resolution, and provide information and services to prospective students promptly.
• Respond to parental queries regarding rules, regulations, examinations, and results, ensuring transparency and clarity in communication.
• Oversee the monthly payment process for visiting faculty members, ensuring accuracy, timeliness, and compliance with contractual agreements and university policies.
• Manage third-party invoices for timely disbursement and follow-up, coordinating with the finance department to streamline payment procedures and resolve any payment-related issues promptly.

Event Coordination:

To oversee and manage the coordination and execution of all events, seminars, workshops, and conferences under the aegis of the School of Health Sciences & Technology. Ensure logistical support from internal faculties, admin, IT, and housekeeping teams to align with the school’s objectives and execute events to a high standard.

Communication Management:

Act as the primary point of contact between the Dean and internal departments, external institutions, etc. to facilitate clear and effective communication, draft, review, and disseminate correspondence, reports, and other communications on behalf of the Dean.

Meeting Minutes and Follow-ups:

Coordinate and schedule meetings for the dean, ensure all participants are informed and prepared, record minutes, track action items, follow up with relevant personnel to ensure timely completion, and provide updates to the Dean on progress and completion status reports.

KEY RESPONSIBILITY AREAS:
 Handling Walk-ins, guiding & giving direction to the parents and students
arriving at the reception.
 Managing appointment contact calendars & scheduled admission meetings.
 Maintaining admission's office record.
 Updating the admission-related walk-in enquiries in excel and in the
admission CRM-NPF and constantly nurturing those leads through regular
follow ups.
 During admission season-(April–September), nurturing and leading to the
final conversion of the Leads on the admission CRM-NPF. The leads will
be provided by the admissions office or Manager on regular basis.
 Management of Guest house bookings, Conference Rooms bookings, etc.
 Maintaining Track records of Students, Faculties of bus transport, and
Inflow-outflow of Speed posts, etc.
 Admission calling for new admissions
 To assist students in filling out new admission forms.
 Ensure existing follow-up calls. Feedback calls and concern/query calls
along with not more than 40 new leads to be contacted each day per front desk executive.
 Responding to Customer/visitor, or student queries at reception
 Hostel admission query handling at the reception / on call
 Help/ Guiding desk for daily needs of students and parents
 Handling receptions tasks based on the events being organized on campus
 Post admission query handling and guiding the students.
 Supporting in delightful and productive customer experience at the reception.
 Ensure right approach and proactive thinking in reception management for any HE/Accreditation visit to DIT University.
 Support Registrar/ Admission office at times of critical crisis needs when required, under the direction of the registrar.-calendars

KEY RESPONSIBILITY AREAS:
Conducting online (digitally) and offline (personal meet-ups) product promotions with the assistance of social media platforms such as Facebook, WhatsApp, LinkedIn, etc.