Designation:Deputy Controller of Examinations (Deputy COE)
Department:Examination Section / Office of the Controller of Examinations
Reporting To:Controller of Examinations (COE) / Principal
Location:ASKB Campus, ATRIA INSTITUTE OF TECHNOLOGY, 1st Main Rd, Ags Colony, Anandnagar, Hebbal, Bengaluru, Karnataka 560032.
Job Summary
The Deputy Controller of Examinations will assist the Controller of Examinations in planning, coordinating, and executing all examination-related activities of the institution. The role involves ensuring the smooth, transparent, confidential, and timely conduct of examinations, evaluation, result processing, and maintenance of examination records.
The Deputy COE will coordinate with academic departments, faculty, students, examination staff to ensure adherence to institutional examination policies and procedures. The role may also take charge of examination functions in the absence of the COE, as authorized by the institution.
Key Responsibilities:
1. Examination Planning & Scheduling
- Assist the COE in preparing the annual examination calendar and examination schedules.
- Coordinate internal, semester-end, practical, viva-voce, supplementary, and other examinations.
- Prepare examination notifications, timetables, duty charts, and related communications.
- Coordinate with departments to collect course, faculty, and student examination data.
2. Examination Conduct
- Ensure smooth and systematic conduct of examinations.
- Coordinate appointment and deployment of Chief Superintendents, invigilators, examiners, and other examination personnel.
- Ensure availability of examination halls, answer booklets, stationery, attendance sheets, and other materials.
- Monitor examination centres and address operational issues during examinations.
- Ensure compliance with examination rules and procedures.
3. Question Paper Management
- Coordinate with departments and faculty for question paper setting, moderation, scrutiny, and approval.
- Ensure confidentiality and secure handling of question papers.
- Coordinate printing, packing, storage, and distribution of question papers.
- Ensure question papers are available well before the scheduled examination. (New Horizon College of Engineering)
4. Evaluation & Valuation
- Coordinate the valuation/evaluation process for theory and practical examinations.
- Coordinate with internal and external examiners.
- Monitor timely submission of marks and evaluation records.
- Support digital/manual evaluation systems and ensure accuracy of entered marks.
- Coordinate valuation camps where applicable.
5. Result Processing
- Supervise marks entry, verification, tabulation, and result processing.
- Ensure accuracy and confidentiality of examination results.
- Coordinate preparation and distribution of mark sheets, grade cards, transcripts, and other examination documents.
- Assist in processing revaluation, photocopy of answer scripts, supplementary examinations, and related student requests.
6. Student & Faculty Coordination
- Handle examination-related queries and grievances from students and faculty.
- Coordinate with HoDs, Deans, faculty members, and administrative departments.
- Ensure timely communication of examination notifications, schedules, results, and procedures.
- Support students regarding examination applications, hall tickets, results, and certificates.
7. Examination Records & Documentation
- Maintain secure and systematic records of:
- Question papers
- Answer scripts
- Marks/grades
- Results
- Examination applications
- Attendance records
- Revaluation records
- Certificates and transcripts
- Ensure proper custody and confidentiality of examination records.
8. Examination Staff Management
- Supervise examination-section staff and allocate responsibilities.
- Monitor day-to-day functioning of the examination office.
- Ensure examination activities are completed within prescribed timelines.
- Train and guide examination staff on processes and systems.
9. Compliance & Examination Integrity
- Ensure adherence to institutional examination regulations and applicable university/statutory requirements.
- Maintain strict confidentiality and integrity throughout the examination process.
- Support prevention and reporting of examination malpractice.
- Assist in implementing examination reforms and process improvements.
10. Digital Examination Systems
- Coordinate with the ERP/IT team for examination-related systems.
- Monitor online examination applications, hall-ticket generation, marks entry, result processing, and student portals.
- Support implementation of digital evaluation and examination management systems.
11. Reporting & Administration
- Prepare examination-related reports, statistics, and MIS for the COE/Principal.
- Participate in examination committee meetings.
- Maintain minutes, correspondence, approvals, and other official records.
- Perform additional examination-related responsibilities assigned by the COE/Principal.
Qualifications
- Master's Degree in any relevant discipline from a recognized university.
- Preference may be given to candidates with qualifications in Education, Management, Administration, Engineering, or related fields.
- Candidates with relevant academic/examination administration experience will be preferred.
Experience
- 5–8 years of relevant experience in examination administration, academic administration, university/college administration, or a similar role.
- Experience in handling examination cells, university examinations, autonomous college examinations, valuation, result processing, or ERP-based examination systems is preferred.
Required Skills
- Strong knowledge of examination procedures and academic administration.
- Excellent coordination and communication skills.
- Strong documentation and record-management skills.
- Ability to handle confidential information with high integrity.
- Good knowledge of MS Office/Excel and examination ERP systems.
- Strong analytical and problem-solving abilities.
- Ability to work under pressure and meet strict examination deadlines.
- Team leadership and staff-management skills.
- High attention to detail and accuracy.
Key Competencies
Examination Administration ,Academic Coordination, Confidentiality, Team Management, Result Processing , Problem Solving , Communication ,Documentation ,ERP/Technology Skills, Compliance.
Key Performance Indicators (KPIs)
- Timely completion of examination schedules and activities.
- Accuracy and timely processing of examination results.
- Zero/minimal errors in examination documentation and marks processing.
- Timely preparation and secure handling of question papers.
- Effective resolution of student/faculty examination grievances.
- Compliance with examination regulations and institutional procedures.
- Smooth conduct of examinations without major operational issues.
- Effective management of examination-section staff and resources.
Pay: ₹55,000.00 - ₹65,000.00 per month
Work Location: In person
