DSW Coordinator

Key Roles and Responsibilities

1. Clubs and Societies Management

• Coordinate the activities of all clubs and societies functioning under DSW.
• Maintain updated records of club presidents, vice presidents, faculty mentors, office bearers, and members.
• Coordinate club formation, membership drives, recruitment, inductions, and annual transitions.
• Facilitate the preparation of annual activity calendars and monthly event plans.
• Conduct regular meetings with club representatives and faculty mentors.
• Monitor club participation, performance, and adherence to university guidelines.
• Support the resolution of operational issues faced by club office bearers.

2. Event Planning and Execution

• Assist clubs in planning and organizing cultural, literary, technical, social, environmental, and community engagement activities.
• Review event proposals, activity plans, budgets, and resource requirements before submission for approval.
• Coordinate venues, permissions, logistics, equipment, volunteers, and event schedules.
• Ensure events are conducted according to approved plans, university policies, and safety guidelines.
• Coordinate inter-club collaborations, inter-university events, competitions, and student festivals.
• Facilitate student participation in external competitions and university-level initiatives.

3. Student Engagement and Leadership Development

• Encourage student participation in extracurricular and co-curricular activities.
• Support the development of leadership, teamwork, communication, creativity, and organizational skills.
• Mentor club office bearers in planning, delegation, teamwork, and execution.
• Coordinate student volunteer teams and student-led initiatives.
• Identify active student contributors and recommend them for recognition and appreciation.
• Support initiatives that strengthen student belonging, campus culture, and holistic development.

4. Activity Reporting and Documentation

• Collect event proposals, attendance sheets, photographs, videos, feedback, and post-event reports.
• Ensure monthly progress reports are submitted by the prescribed deadline.
• Maintain a consolidated database of club activities, participation, achievements, and expenditure.
• Prepare monthly and semester-wise club performance reports.
• Maintain evidence required for NAAC, accreditation, annual reports, and institutional records.
• Follow up with club presidents, vice presidents, and faculty mentors for pending reports.

5. Club Performance Monitoring and Recognition

• Track club activities against approved annual calendars and monthly targets.
• Monitor participation, event quality, student engagement, outreach, and social media performance.
• Coordinate club evaluations and performance reviews.
• Facilitate initiatives such as Best Club of the Month, rolling trophy awards, certificates, and other recognition programmes.
• Maintain performance scorecards and supporting evidence for transparent evaluation.

6. Publicity, Branding, and Social Media Coordination

• Coordinate with the university's Marketing and Communications team for event publicity.
• Ensure approved logos, branding guidelines, and standard design templates are used consistently.
• Facilitate timely submission of posters, event announcements, captions, and promotional material.
• Coordinate event coverage, reels, photographs, and activity highlights.
• Monitor club social media activity and maintain records of reach and engagement, where applicable.

7. Budget and Resource Coordination

• Assist clubs in preparing event budgets and resource requests.
• Track approved expenditure, bills, vouchers, and supporting documents in coordination with the DSW Operations Manager.
• Ensure expenditure is within approved limits and follows university procedures.
• Maintain records of sponsorships, partnerships, prizes, and event-related resources, as applicable.

8. Community Engagement and Institutional Initiatives

• Coordinate social outreach, volunteering, environmental awareness, cultural exchange, and community engagement initiatives.
• Support activities related to social responsibility, inclusivity, wellness, and national/institutional observances.
• Facilitate collaborations with NGOs, schools, community organizations, and external institutions after obtaining required approvals.
• Assist in organizing major university events, induction programmes, student festivals, and inter-university competitions.

9. Student Council Coordination

• Coordinate with the Student Council on club activities, student initiatives, and major DSW programmes.
• Facilitate communication between student representatives, faculty mentors, and the DSW office.
• Maintain records of council-led activities, meetings, responsibilities, and achievements.
• Support student leadership initiatives and ensure adherence to approved university procedures.

10. Reporting and Other Responsibilities

• Submit periodic reports to the Dean Student Welfare.
• Maintain an updated calendar of upcoming activities, deadlines, and pending approvals.
• Support DSW campaigns, student engagement drives, and institutional events.
• Perform other duties assigned by the Dean Student Welfare.

Required Qualifications and Skills

• Graduate degree in any relevant discipline; postgraduate qualification preferred.
• Experience in event management, student engagement, extracurricular activities, or institutional coordination preferred.
• Strong communication, interpersonal, and organizational skills.
• Ability to coordinate multiple clubs, teams, and activities simultaneously.
• Proficiency in MS Office, Google Workspace, spreadsheets, and presentation tools.
• Familiarity with social media coordination, reporting, budgeting, and event documentation.
• Proactive attitude, creativity, teamwork, and the ability to work under deadlines.

Key Performance Indicators (KPIs)

• Timely submission of club calendars, event proposals, and monthly reports.
• Number and quality of activities conducted against approved calendars.
• Student participation, engagement, and volunteer involvement.
• Completeness of event documentation and accreditation evidence.
• Club performance improvement and compliance with university guidelines.
• Timely coordination of approvals, publicity, logistics, and event execution.
• Effectiveness of student leadership and inter-club coordination.

Preferred candidate profile