Assistant Manager- Controller of Examination (COE)

Job Purpose

The Assistant Manager (COE) plays a pivotal role in ensuring the smooth, confidential, and timely execution of all pre-examination, examination, and post-examination processes across various undergraduate, postgraduate, and doctoral programs offered by the university. The candidate will be responsible for operational planning, schedule management, evaluation logistics, transcript processing, and maintaining examination record systems while adhering strictly to university statutes and UGC guidelines.

Key Responsibilities & Duties

1. Pre-Examination Operations

• Scheduling & Planning: Assist in preparing and finalizing the annual academic calendar for examinations, end-term date sheets, and examination center seating layouts.

• Hall Tickets & Verification: Oversee student eligibility verification, attendance thresholds, and the automated generation and issuance of admit cards/hall tickets via the University ERP system.

• Question Paper Logistics: Coordinate the collection, formatting, secret printing, and confidential storage/distribution of question paper sets.

2. Conduct & Supervision of Examinations

• Invigilation & Logistics: Allocate invigilators, superintendents, and support staff for mid-term and end-term examinations across campus.

• Material Management: Ensure supply and inventory management of blank answer booklets, supplementary sheets, and stationery required during exam cycles.

• Discipline & Malpractice: Implement rules to prevent unfair means during exams and maintain logbooks for escalation to the Examination Disciplinary Committee.

3. Post-Examination & Evaluation Management

• Evaluation Center Coordination: Organize the central evaluation cell, barcode indexing, and secure dispatch/reception of evaluated answer booklets.

• Tabulation & Results: Coordinate with external examiners and faculty for timely entry of internal/external marks, grade moderation, and tabulation.

• Document Issuance: Oversee the printing and distribution of mark sheets,provisional certificates, transcripts, and degree certificates.

4. Systems, Records & Compliance

• ERP Integration: Maintain and update exam database modules for error-free grade cards and archival storage.

• Confidentiality & Audit: Ensure strict confidentiality regarding question papers,mark lists, and security records.

• Grievance Redressal: Manage student requests regarding re-evaluation, recount of marks, duplicate mark sheets, and degree verification.

Required Qualifications & Skills

Educational & Work Experience

• Education:Masters degree in any discipline (MBA/M.Sc/M.Com/M.Tech preferred)

• Experience: 4 to 8 years of experience in academic administration or examination cell management within a UGC-recognized university or autonomous college.

Core Competencies

• Technical Proficiency: Hands-on experience operating Higher Education Examination ERP tools, Microsoft Excel (Advanced), and database management.

• Confidentiality & Ethics: High integrity when handling sensitive university data,question papers, and official seal records.

• Operational Leadership: Ability to manage tight deadlines, coordinate large invigilation teams, and handle high-pressure exam seasons effectively.

• Communication: Fluency in written and spoken English and Hindi for smooth communication with Deans, faculty, external examiners, and students.