Job Responsibilities

Designation: Assistant Administrative Officer, Office of the Dean, FAHS

Automation:

1. Routine Booking and Room Management System (RBRMS)

2. Project, Thesis and Internship Portal

3. Video Resume

4. CV updating in Skill.jobs

5. Organize meetings, proceedings and circulation, consult with the software section, follow up, implementation, demonstrations and problem solving with relevant officers and users.

6. An active team member for the mentioned 1 and 2 points.

7. An initiator for 3 and 4 points and implemented by myself with helping the software section for developing systems. 

Memorandum:

Memo of Marketing Lab, Memo of DIU Belt and Road Research Centre, Memo of Meeting, Memo of Journal and so on.

1. Organize meetings, proceedings, circulation, issue a memo, follow up for implementation.

2. As instructions by Dean Sir and Management. 

Circulation of Programs/Events:

1. Workshop, Seminar, Webinar, Virtual Open Day, Orientation, Events, Discussion Session, Conference of National and International, Round Table discussion and so on. 

2. Organize meeting, proceedings, circulation, Prepare budget, approval, advance, adjustment, committee, venue management, guest management, students management and follow up for implementation. 

Circulation of Policy:

1. Circulation in faculties of FAHS, students of FAHS and coordination officers as per need from Dean office of FAHS. 

2. Drafting and checking by Dean Sir then circulates it to the faculties of FAHS, students of FAHS and coordination officers as per need from Dean office. 

3. We are circulating this type of circulation as instructions by Dean and Management.

Notice:

1. Improvement Notice

2. Expelled notice

3. Registration, Midterm and Final notice

4. Drafting and checking by Dean Sir then circulates it to the faculties of FAHS, students of FAHS and coordination officers as per needed from the Dean office.

5. We are circulating this type of notice as per DIU policy.

6. Majority information we are share and forwarded.

Disciplinary Action:

1. Ensuring smooth flow of application & Document.
   Receiving and verifying applications and documents.

2. Application review and evaluation.

3. Communicating with applicants about their application status.

4. Handling confidential information with care.

5. Collaborating with other departments for a smooth process.

6. Ensuring application deadlines are met.

Certificate:

Academic Certificates and Transcripts

Academic Letters:

1. Help to students for process how to withdraw Academic Certificates and Transcripts

2. We issue  various types of letters like  Recommendation letter, Concern Letter, Reference letter, Studentship letter, Migration letter and so on. 

3. Academic Certificates and Transcripts are regular tasks with students. 

4. Academic Letters depend on documents of students. 

Clearance:

1. Due collection Management and Account Clearance.

2. Providing Exam Clearance to the students with no dues.

3. Verifying eligibility of the student with necessary requirements and documents.

4. Confirming eligibility exam clearances will be issued to the eligible students.

Support Tickets:

Ensuring smooth flow of application & Document.

1. Receiving and verifying applications and documents.

2. Application review and evaluation.

3. Communicating with applicants about their application status.

4. Handling confidential information with care

5. Collaborating with other departments for a smooth process.

Registration:

Student registration with in due time:

As offered by dept. office we implement further 

Keeping record of the registration of increase and decreasing amounts. Reporting Dean if any anomalies are found. 

Late Registration:

Providing Late Registration permission.

providing permission for registration after the due date by verifying the valid reasons and documents.

1. 
   Evaluating and processing late registration requests:

2. Verifying supporting documentation for late registration reasons.

3. Maintaining accurate records and reporting on late registrations.

Exam permission:

Exam permission of Mid and Final:

1. As per Smart Due collection process of Accounts department.

2. Providing exam permission to students with issues such as due, attendance etc. as per the instruction of my faculties exam committee.

Application/Document Processing:

1. Ensuring smooth flow of application & Document.
   Receiving and verifying applications and documents.

2. Application review and evaluation.

3. Communicating with applicants about their application status.

4. Handling confidential information with care.

5. Collaborating with other departments for a smooth process.

6. Ensuring application deadlines are met.

DIU Annual Report:

Summarized the Annual Report of the Departments

As per the instruction of the Honorable Dean and DIU Management preparing the Annual Report of the Departments and Faculty for submitting to the Registrar Office.

DIU Brochure:

DIU Brochure Preparation and Submission

As per the instruction of the Honorable Dean and DIU Management collecting the different types of information of departmental activities with relevant documents for preparing the DIU Brochure.

Coordination Meeting:

Arranging Meeting with Departmental Coordination Offices, DIU for following:-

1. Faculty Committee Meeting Decision Discussion

2. Students Dues Collection

3. Exam Permission and Course Advising for Students

4. Departmental Promotional Activities

5. Increasing the Number of Student Admissions

6. Mentoring Management Systems

7. Problem Solving and Team Management

8. Department Development Activities

9. Implementation of the Decision of DIU Managements (As per need) etc.

UGC Related Activities:

Communications, Follow-up and Documentations of UGC related Activities as follows:-

1. Departmental Revised Syllabus and Curriculum

2. Proposed Departmental Approval Activities

3. Collecting and Informing the Updated Information of UGC (If any)

4. Communication and Verifying the Proper Information of UGC Activities etc.

Preparation of various Recommendation and Concern Letter:

As per academic and professional purpose of the students preparing the various letters as follows:-

1. Recommendation Letter for Faculty and Students

2. Recommendation Letter for Higher Study

3. Concern/Recommendation Letter for Job Experience

4. Character Certificates 

5. Online Verification Letter

Academic Meeting:

Coordination of the Academic Meeting

1. Prepared the Semester Activities Calendar

2. Schedule Faculty Meeting and arrange

3. Prepared Memo/Proceedings/Meeting Minutes of the Meetings

4. Email Circulate (meeting Invitation/ Memo/Proceedings/Meeting Minutes circulate and follow-up

Office File Management:

Office file Management for Office of the Dean

An overview of the file management system in the office, including digital and physical file organization, checking, access controls, and forwarded as per needs.

Contingency Fund Management:

Handles contingency funds, Allocation, Approval Process, documentation and Bill Adjustment as per DIU roles.

Attending visitors of Office:

Guidelines and protocols for receiving and assisting visitors, ensuring a welcoming and professional environment.

Venue booking for different types of programs:

1. All events are included in the Semester activities Calendar (Department wise).

2. Venue Booking requisition for Schedule events

3. Prepared event checklist

4. confirmation of the 

Class Room and Lab Management and Monitoring (In System):

1. If there is a need of extra classes or makeup classes, we manage the classroom for that class 

2. We check if there are any problems in that room, including electrical problems. If we find problems, we take initiative to solve them. 

3. We monitor the classrooms to see if they're starting and ending on time. We also report if classes are not conducted according to the scheduled time. 

4. We ensure the makeup class schedule.

Waiver and Scholarship

1. We check and forward documents related to waivers and scholarships.

Mentoring Management System

1. We check, if the mentoring management system is used properly by the teachers. 

Document update and Maintenance of Employees Personal Files:

1. We keep and store employees personal files.

2. We check and process documents , store them, and take approval where necessary. Also, we forward documents to others offices. 

Designation: Assistant Technical Officer, Dept. of NFE, FAHS, DIU

1. Teaching (Lab Courses, 18 Credit in every semester)

2. Lab Course Exam Invigilation, Answer Scripts Checking, Result Sheet Preparation and Submissions (Semester Wise)

3. Inventory log book maintain for thesis students, faculty, ATO etc.

4. Student attendance of Lab

5. Lab cleaning supervision

6. Lab Class support to NFE Faculty

7. Student Admission Support

8. Support to Project Work Students about their laboratory works and proximate analysis of food

9. Weekly Store Requisition for NFE Labs

10. Lab Chemicals, Apparatus and Instruments Requisition (Semester Wise)

11. Monitoring and Supervision of Lab Development Activities

12. Student Counseling

13. Maintaining assigned Lab Courses in DIU BLC.