Director Administration

Position Title : Director Administration
Reporting To : Registrar
Location : FLAME University, Pune

FLAME University is the pioneer of liberal education in India, delivering the country's premier interdisciplinary education experience. Its educational philosophy is rooted in the concept of liberal education, a system of instruction that transcends divisions that exist between disciplines and unmasks the underlying unity of all knowledge. It urges the student to engage with multiple disciplines to view issues from different perspectives for a better understanding of the subject and discover more effective solutions to problems. FLAME University is driven to become one of India's most respected and reputed centres of learning - the premier destination of choice for higher education in the nation for learners and teachers, to push the design and nature of studies and to create a societal upgradation phenomenon, particularly in the fields of liberal education and leadership. FLAME has been set up with an idealistic vision and a social commitment to contribute to society nobly.

Job Summary

The Director – Administration will be responsible for overseeing and optimizing key administrative functions, ensuring smooth operations, and upholding high service standards across various domains. The role requires a proactive and strategic leader with expertise in managing complex administrative systems and fostering operational excellence.

Key Responsibilities

The Director, Administration will work closely with the Registrar to support the execution of day-to-day administrative functions and ensure seamless operations across the university. This includes assisting in the implementation of institutional policies, streamlining workflows, and coordinating with various departments to maintain efficiency and compliance. The Director will play a pivotal role in managing routine administrative activities, resolving operational challenges, and ensuring the Registrar’s directives are effectively executed. Additionally, the Director will provide strategic inputs to enhance administrative processes and support the Registrar in fulfilling institutional goals and regulatory requirements. Below are the main areas with key responsibilities for each.

The areas and scope of responsibility of the Director, Administration will include coordination with all HoDs, and other tasks as assigned by the Registrar from time to time.

1. Estate Management

• Supervise all aspects of campus estate management, including land use, facility planning, and property maintenance.
• Ensure compliance with regulatory requirements related to land ownership, construction, infrastructure development, and insurance.
• Collaborate with the estate team for long-term planning and implementation of infrastructure projects.
• Conduct regular audits to ensure the upkeep of university facilities and resolve property-related issues efficiently.
• Ensure all residential and institutional facilities are in excellent shape of readiness for use at all times.
• Recommend and monitor all repairs and renovations in a timely and time-bound manner.
• Oversee maintenance operations for all university infrastructure, including roads, pathways, buildings, utilities, fixtures, fittings, furnishings, and other physical assets.
• Monitor vendor contracts and ensure timely delivery of quality services.
• Provide regular and effective pest control and related interventions.
• Establish systems for reporting and resolving maintenance issues promptly.
• Ensure optimal utilization of campus facilities and resources, including academic, residential, and recreational spaces.
• Develop and manage resource allocation systems to meet the needs of students, faculty, and staff efficiently.
• Oversee inventory management and procurement for campus infrastructure and facilities.
• Implement energy and water conservation measures to optimize resource usage.
• Coordinate with various departments to facilitate smooth operations and address facility-related requirements.
• Implement eco-friendly practices in construction, maintenance, and campus operations to minimize environmental impact.
• Develop and maintain green spaces on campus to enhance biodiversity and support environmental sustainability.
• Establish waste management systems, including recycling and composting programs, to reduce landfill contributions.
• Organize awareness campaigns and initiatives to engage the campus community in sustainability efforts.
• Develop and implement preventive maintenance schedules to minimize downtime and operational disruptions.

2. Security Operations

• Manage campus security operations to ensure a safe environment for all students, faculty, staff, residents, and visitors.
• Develop and implement comprehensive security policies, including emergency response protocols, fire safety, and surveillance systems.
• Regularly assess risks and coordinate with local law enforcement and emergency services as needed.
• Conduct training programs for security personnel to enhance vigilance and professionalism.

3. Assets Management

• Maintain a comprehensive inventory of all university assets, including furniture, IT equipment, and machinery.
• Develop and implement policies for the procurement, allocation, utilization, and disposal of assets. Plan and raise requisitions for additional assets/items well in advance.
• Ensure proper tagging, labelling, and documentation of all fixed and movable assets.
• Conduct regular inspections and audits to assess asset condition and ensure accountability.
• Coordinate with vendors for timely maintenance, repairs, and replacement of assets.
• Establish preventive maintenance schedules to extend the lifecycle of critical infrastructure and equipment.
• Ensure compliance with financial and regulatory guidelines regarding asset management.
• Prepare periodic reports on asset utilization, depreciation, and cost efficiency for management review.

4. Crisis Management

• Ensure organizational preparedness to respond effectively to crises, safeguarding operations, personnel, and assets.
• Develop and implement comprehensive crisis response and academic and operational continuity plans.
• Lead emergency response teams and coordinate with external agencies during emergencies.
• Strategically plan and implement robust risk management frameworks to mitigate vulnerabilities.
• Conduct evaluations and update policies to enhance preparedness based on lessons learned.

5. Infirmary Management

• Ensure smooth functioning of the university’s medical facilities, providing quality healthcare services to students and employees.
• Coordinate with medical staff to manage daily operations, emergency services, and health awareness programs.
• Oversee procurement of medical supplies, equipment, and ensure compliance with health regulations, including safe disposal of medical waste.
• Establish systems for maintaining accurate medical records and tracking health trends on campus.

6. Horticulture and Landscaping

• Manage campus landscaping and horticulture to create a sustainable and aesthetically pleasing environment.
• Oversee the maintenance of gardens, lawns, and other greenery, ensuring eco-friendly practices like conservation, recycling, etc.
• Promote biodiversity and sustainability by implementing initiatives such as composting and rainwater harvesting.
• Coordinate with external vendors or horticulturists for specialized landscaping projects.

7. Event Management

• Coordinate, support, and execute a wide range of events, including convocation, induction and orientation, academic seminars, conferences, cultural programs, distinguished visits, and recreational programs.
• Collaborate with internal departments and external vendors to ensure seamless event execution.
• Maintain a detailed event calendar, allocate resources effectively, and manage event budgets.
• Provide necessary support to various academic and administrative departments of the university as and when required, particularly during examinations, etc.
• Conduct post-event evaluations to identify areas for improvement and document best practices.

8. Legal Compliance and Advisory

• Act as the primary legal officer of the university, offering counsel on all legal and regulatory matters, including inputs for various compliances.
• Liaise with external legal firms as and when necessary to proactively manage risks arising out of such engagements.
• Draft, review, negotiate, and finalize contracts, agreements, AMCs, and MoUs on behalf of the university.
• Ensure compliance with all applicable laws and regulations and represent the university in legal proceedings.
• Ensure adherence to all legal and statutory requirements related to campus operations and infrastructure.
• Act as a liaison with government bodies, regulatory authorities, and local agencies for approvals, permits, and compliance matters.
• Maintain accurate records of land ownership, property deeds, and regulatory documentation.
• Facilitate timely inspections, certifications, and audits to meet compliance standards including appropriate ISO certification etc.

9. Guest House Management

• Oversee the allocation and upkeep of guest house facilities to ensure a welcoming and comfortable experience for visiting faculty, dignitaries, and guests.
• Establish and maintain high standards of hospitality, including cleanliness, amenities, and overall guest satisfaction.
• Manage the booking system and coordinate arrangements for institutional events requiring guest accommodations.
• Conduct periodic audits to ensure facilities meet quality standards and address guest feedback promptly.

10. Housekeeping Management

• Lead the housekeeping team to maintain a clean, hygienic, and organized campus environment.
• Ensure Standard Operating Procedures (SOPs) are strictly followed for housekeeping services across all campus facilities.
• Oversee inventory management for cleaning supplies and equipment, ensuring timely procurement and maintenance.
• Conduct regular inspections to identify areas for improvement and ensure adherence to health and safety standards.

11. Central Store Management

• Oversee the operations of the central store, ensuring the efficient handling of inventory, procurement, and distribution processes.
• Implement a streamlined request system for employees to raise requisitions for stationery, office supplies, and equipment.
• Maintain comprehensive records of stock levels, procurement activities, and issuance of materials to various departments.
• Ensure timely replenishment of inventory and adherence to budgetary guidelines.
  Coordinate with reliable vendors to source quality materials at competitive rates.
• Enforce proper storage practices to minimize wastage, damage, or misuse of items.
• Regularly review and improve store operations for better efficiency and cost control.
• Prepare and present periodic reports on inventory usage, stock valuation, and compliance for review.

12. Transportation Management

• Supervise the fleet of university-owned and hired vehicles, including bicycles, ensuring they are well-maintained and comply with safety regulations, including registrations, insurance, etc.
• Monitor the conduct, discipline, license, and uniform compliance of drivers to maintain professionalism and service quality. Also, plan regular training programs for drivers on safety and operational guidelines.
• Develop and implement cost-effective transportation schedules for students, faculty, staff, and guests.
• Establish policies for vehicle usage, fuel management, and safety protocols.
  Monitor service quality of external vendors providing transportation services and ensure timely contract renewals.

Qualifications

• Postgraduate degree in Business Administration, or related fields.
• A degree in Law will be a preferred qualification.
• 15+ years of relevant administrative experience, including 5+ years in a senior leadership role, preferably in education or large organizations.
• Proven expertise in managing multi-domain operations and legal matters.

Key Competencies

• Strong leadership and strategic thinking abilities.
• Excellent communication, organizational, and decision-making skills.
• Deep understanding of administrative best practices, regulatory compliances, and legal frameworks.
• Ability to manage multiple priorities while maintaining high service standards.
• Commitment to fostering a safe, inclusive, and sustainable campus environment.

Work Environment

• Full-time, on-campus role requiring flexibility for emergencies and urgent situations.
• The Director may need to respond to after-hours situations and ensure quick resolutions.