University of Surrey, UK :: Office Manager, GIFT City, India Introduction to University of Surrey (UOS) The University of Surrey is a global community of ideas and people, dedicated to life-changing education and research. We are proud to find ourselves ranked consistently as one of the best universities for study in the UK and globally. We are ambitious and have a bold vision of what we want to achieve - shaping ourselves into one of the best universities in the world, which we are achieving through the talents and endeavour of every employee. Our culture empowers people to achieve this aim and to collectively, and individually, make a real difference. About UOS GIFT City Campus The University of Surrey GIFT City campus is a key part of the University's international strategy, extending Surrey's global presence and delivering a world-class student experience in one of India's leading international technology and business hubs. As a newly established campus, we are entering an exciting phase of growth and development, providing opportunities to help shape systems, processes and ways of working that will support its long-term success. Professional and operational services will play a critical role in supporting the campus's academic mission, ensuring the effective delivery of services to students, staff and external stakeholders. About the Role The Office Manager is responsible for providing professional leadership and coordination of the administrative function at the University of Surrey GIFT City campus, ensuring the efficient and effective delivery of day-to-day office operations. Working closely with the Head of Operations and the Dean, the postholder will manage administrative processes, coordinate the Dean's diary, support the planning and delivery of campus events, and oversee the smooth operation of campus administrative services. The role will support the implementation of operational policies, procedures and compliance requirements, contributing to an excellent staff and student experience and the continued development of the campus. Working as part of a developing professional services team, the Office Manager plays a critical enabling role in supporting the Head of Operations and the wider campus. Reporting to : Head of Operations, GIFT City Campus Key Responsibilities - Office Administration & Operations : Coordinate the day-to-day administrative operations of the campus, including office access and visitor administration, issuance of identity cards, onboarding of new staff, reception/front-of-house arrangements, office supplies, records management, and general office support. Act as a key liaison with facilities management, security, housekeeping and other local service providers to support the effective operation of the campus. - Executive Support : Manage the Dean's diary, coordinating meetings, appointments and key activities to ensure the smooth running of the Dean's office and efficient use of time. - Event Planning & Coordination: Support the planning, organisation and delivery of campus events, visits, meetings and stakeholder engagement activities, ensuring they are delivered efficiently and professionally. - Stakeholder & Visitor Management: Act as a key point of contact for visitors and stakeholders, ensuring a professional and welcoming experience and supporting effective relationships across the campus. - Office Facilities & Resources: Oversee routine office operations, including stationery supplies, meeting room arrangements, office resources and the coordination of local service providers as required. - Finance Administration Oversight : Provide support to the Finance Manager, ensuring campus finance administration processes are delivered accurately and efficiently in accordance with University procedures. - Operational Support : Work closely with the Dean, Head of Operations and Finance Manager to support the implementation of operational priorities, academic delivery plans, University policies and local compliance requirements. Maintain operational and compliance records, coordinate routine correspondence with regulators, GIFT City Administration and external bodies, and support the effective implementation of campus processes and procedures. Liaise with relevant University departments and external stakeholders to ensure administrative activities are delivered efficiently and consistently. - Continuous Improvement: Review administrative processes and identify opportunities to improve efficiency, service quality and operational effectiveness across the campus. Scope of the Role - Accountability: The post holder will work with a high degree of autonomy in managing the day-to-day administrative and office operations of the campus. They will be responsible for organising and prioritising their workload, managing competing demands, and ensuring services are delivered efficiently and professionally. Matters requiring significant financial, strategic or policy decisions will be referred to the Head of Operations. - Problem Solving: The postholder will regularly deal with operational and administrative issues requiring analysis, judgement and initiative. Working within established policies and procedures, they will be expected to identify practical solutions to a range of day-to-day challenges, escalating complex matters where appropriate. - The postholder will provide direct line management to the Finance Advisor. - The role will work closely with the Dean, Head of Operations, academic colleagues, professional services staff, external partners and visitors. About the Candidate The primary purpose of the role will be to provide essential administrative, operational and compliance support, helping to establish and maintain efficient processes, coordinate stakeholder engagement activities, and contribute to the effective day-to-day management and continuing development of the campus. Essential - Professional degree from relevant fields - Significant experience of working in a similar office management or operational support role within GIFT City. - Experience of organising meetings, events and stakeholder activities - Experience of supervising or line managing staff - Knowledge of financial administration processes and procedures - Knowledge of office administration processes and operational support services - Experience working within a higher education or similar complex organisation - Experience in customer, client service and support - A strong working knowledge of the GIFT City environment and local operating context is essential. Most important traits to succeed - Excellent written and verbal communication skills. - Adaptability and Flexibility - Planning and Organising - Continuous Improvement - Problem Solving and Decision Making Skills - Managing and Developing Performance - Creative and Analytical Thinking - Influencing, Persuasion and Negotiation Skills - Strategic Thinking and Leadership - Flexibility to work/ travel occasional evenings and weekends may be required to support campus events and operational needs. "Please note that this vacancy may close early if we receive a high volume of applications. We therefore encourage you to apply as soon as possible to avoid disappointment" Hiring Support for this position is being provided by Grok Global Services. About Grok Global Services Founded in 2005, Grok Global Services is a best-in-class provider of international engagement services for higher education institutions. By joining our team, you will be working in a supportive environment full of like-minded professionals, each committed to advancing the internationalization of higher education institutions from around the world. A pioneer of in-country staffing in the international education sector, Grok remains at the forefront of this model and currently delivers this service across Asia, Africa, the Middle East, and the Americas. The company also boasts industry-leading divisions in digital marketing and strategic consulting. To Apply If you meet these requirements and have the drive to take on this exciting position, please click the Apply button where you will be directed to our hiring portal to submit your resume and complete a few questions, in lieu of a cover letter. For more information about Grok please visit our website: grokglobal.com

Office Manager supporting the University of Surrey, Gift City, India

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