Assistant Officer - Administration & Operations

Role Overview

The Assistant Officer (Administration & Operations) will be responsible for supporting and executing the administrative, operational, procurement, coordination, and documentation activities of the Hub. The role requires close coordination with internal stakeholders at IIT Hyderabad and external stakeholders, including industry partners, vendors, financial entities, R&D organisations, and government agencies, while ensuring compliance with institute policies, SOPs, and government norms.

Qualifications

• Bachelor's Degree in any discipline from a recognised university with a minimum of 60% marks or an equivalent grade.
• Master's Degree / MBA or equivalent qualification will be an added advantage.

Experience

• Minimum 4–7 years of relevant experience in industry or Academic / R&D institutions in Centrally Funded Technical Institutes (CFTIs) / Centrally Funded Institutes (CFIs) in administrative, operational, or coordination roles.
• Experience in administrative support, procurement coordination, office operations, or institutional project environments will be preferred.

Compensation

• INR 6 – 7 Lakhs per annum. Consolidated remuneration may be negotiable for deserving candidates, in line with industry standards.

Key Responsibilities

Administrative & Office Operations

• Support day-to-day administrative and operational activities of the Hub.
• Assist in facility management, office administration, and coordination of infrastructure-related activities.
• Maintain and update office records, correspondence, databases, documentation, filing systems, registers, and logs.
• Manage office calendars, schedules, appointments, and coordination of travel and accommodation arrangements.
• Undertake routine administrative duties to ensure smooth functioning of the office.

Liaison & Coordination

• Assist in internal coordination with IIT Hyderabad faculty, departments, and administrative offices.
• Support external liaison with industry partners, vendors, service providers, financial institutions, R&D organizations (public and private), and other stakeholders of the Hub.

Procurement & Vendor Management

• Assist in procurement activities in compliance with institute policies and government procedures.
• Collect quotations, prepare comparative statements, and support purchase processing.
• Coordinate procurement of office equipment, stationery, consumables, utilities, and services as per requirements.
• Maintain regular communication with vendors and service providers to ensure timely delivery of goods and services.
• Support contract administration and assist in vendor price negotiations, as required.

Finance, HR & Functional Support

• Support finance-related administrative activities, including expense tracking, bill processing, budget monitoring, and record maintenance.
• Assist in accounting-related documentation and preparation of regular expense and office budget reports.
• Support recruitment processes, onboarding activities, and HR coordination as required.
• Assist other functional areas/departments such as Finance, Stores & Purchase, and HR, as and when required.
• Address routine employee queries related to office administration and facility management issues.

Documentation, Reporting & MIS

• Maintain systematic documentation, registers, logs, and filing systems related to administrative and facility activities.
• Assist in the preparation, updating, and maintenance of Management Information System (MIS) reports.
• Support preparation of utilisation data, periodic administrative summaries, and reports for DST, institute authorities, and governing bodies.
• Assist in the preparation of audit-related documents, compliance checklists, and statutory records.

Events, Meetings & Outreach

• Support organization and coordination of internal meetings, review meetings, workshops, conferences, expos, and outreach events at local, national, and international levels.
• Coordinate logistics, documentation, and administrative support for Hub events and visits.

Workplace Environment & Team Support

• Promote and contribute to a safe, secure, and professional working environment for staff and vendors.
• Support and assist team members across administrative functions and contribute to process improvement.
• Ensure adherence to SOPs, institutional policies, and established best practices.

Any Other Responsibilities

• Undertake special assignments and additional responsibilities entrusted by the management from time to time.

Preferred Skills & Competencies

• Good interpersonal, written, and verbal communication skills.
• Strong organisational, coordination, and time-management abilities.
• Sound understanding of office administration and institutional procedures.
• Familiarity with procurement processes, documentation, and compliance requirements.
• Working knowledge on MS Office tools, MIS, Tally ERP.
• Ability to work effectively in a multi-stakeholder, fast-paced R&D or academic environment.
• Willingness to travel, if required.

Nature of Appointment

• Contractual position for a period of 11 months, extendable based on performance and organisational requirements.