ATHIRA VIJAY VAISHNAJA
Abu Dhabi,United Arab Emirates
Summary
Driven and results-oriented operations and administration professional with strong expertise in strategic planning, team leadership, project management, process optimization, and organizational development. Experienced in managing academic and institutional operations, HR administration, faculty coordination, student services, and cross-functional teams, with a proven ability to streamline processes, improve operational efficiency, and support organizational growth. Bharath Sevak recognition award by Bharath Sevak Samaj (BSS), a Central Government-associated organization, for excellence in managerial skills and organizational development. Known for strong communication, problem-solving, decision-making, and stakeholder management skills, with a demonstrated ability to lead teams, implement effective business practices, and elevate overall organizational performance.
Overview
12
12
years of professional experience
1
1
Certification
3
3
Languages
Work history
Operations Manager
Unique Academy of Aviation and Management Studies
Kochin, India
2025.06 - 2026.07
- Managed day-to-day academic and administrative operations, ensuring efficient and uninterrupted delivery of educational and training programs.
- Coordinated with senior management, faculty, administrative teams, and support staff to achieve institutional operational objectives.
- Oversaw academic schedules, faculty allocations, classroom utilization, training calendars, examinations, workshops, and institutional events.
- Supervised faculty and administrative staff, allocated responsibilities, monitored performance, and ensured timely completion of operational activities.
- Managed administrative procurement and operating expenses, identifying cost-saving opportunities that reduced annual operating costs by approximately 10%
- Coordinated student admissions, registrations, onboarding, attendance, academic records, inquiries, and student support services.
- Monitored student engagement, academic progress, feedback, and satisfaction to improve overall learning experience.
- Managed relationships with students, parents, faculty, vendors, training partners, and other key institutional stakeholders.
- Implemented operational policies, procedures, and process improvements to streamline workflows and enhance institutional efficiency.
- Coordinated procurement, vendor management, facility maintenance, classroom resources, equipment, housekeeping, and other operational requirements.
- Prepared operational, academic, attendance, staffing, and performance reports for management review and decision-making.
- Monitored operational expenses, supported budgeting activities, and identified opportunities for cost control and effective resource utilization.
- Coordinated examinations, seminars, workshops, aviation-related training activities, guest lectures, and student engagement programs.
- Ensured timely availability of training materials, classroom facilities, equipment, and other resources required for effective program delivery.
- Handled operational issues, student concerns, complaints, and service-related matters, ensuring timely resolution and follow-up.
- Supported recruitment, onboarding, staff coordination, attendance, leave administration, and other HR-related operational activities.
- Maintained accurate institutional, student, faculty, vendor, and operational documentation in accordance with organizational policies.
- Collaborated with management to identify operational risks, resolve process gaps, and implement corrective and preventive actions.
- Developed strong relationships with external service providers, industry partners, and stakeholders to support institutional operations and training initiatives.
- Monitored key operational performance indicators and provided regular updates to management on institutional activities and improvement initiatives.
- Contributed to continuous improvement initiatives focused on operational efficiency, service quality, student satisfaction, and institutional growth.
Senior Administration and HR Manager
Unique Academy of Aviation and Management Studies
Kochin, India
2024.06 - 2025.06
- Develop and implement administrative and HR policies, procedures, and strategies aligned with the institution’s overall goals and objectives.
- Support the chief executive officer in making effective administrative, operational, and strategic decisions.
- Coordinate with key stakeholders and departments in preparing and monitoring the institution’s annual budget.
- Oversee day-to-day administrative operations to ensure efficient, timely, and cost-effective delivery of services.
- Develop and implement HR strategies covering recruitment, onboarding, employee engagement, performance management, training, and staff development.
- Ensure compliance with applicable labor laws, regulations, institutional policies, and HR best practices.
- Maintain accurate and confidential employee records, contracts, attendance, leave, and other personnel documentation.
- Prepare timely and accurate HR, administrative, operational, and financial reports for senior management.
- Analyze financial and operational data and recommend strategies to control costs, improve productivity, and optimize institutional resources.
- Coordinate communication between administrative staff, academic departments, support services, and senior management.
- Handle official correspondence, staff and stakeholder inquiries, complaints, and administrative matters in a professional and timely manner.
- Establish, develop, and maintain positive and lasting relationships with students, parents, customers, vendors, and other key stakeholders.
- Oversee administrative support for meetings, events, workshops, and institutional activities, including travel arrangements, documentation, presentations, and facilities.
- Coordinate with relevant departments on marketing, promotional, and institutional engagement initiatives.
- Identify opportunities to improve administrative processes, employee experience, service quality, and operational efficiency.
- Monitor staff performance and support management in addressing employee relations, disciplinary matters, grievances, and workplace concerns.
- Provide regular updates and reports to senior management on HR, administration, staffing, compliance, and operational performance.
- Promote a professional, positive, and service-oriented workplace culture that supports the institution’s objectives and enhances employee and stakeholder satisfaction.
Administrative Manager
Winnex Institute for Project Management Studies
Dubai, UAE
2024.01 - 2025.01
- Manage day-to-day administrative operations of institute, ensuring efficient workflow, service delivery, and compliance with organizational policies and procedures.
- Develop, implement, and continuously improve administrative policies, procedures, and internal processes to enhance operational efficiency.
- Coordinate with senior management and department heads on institutional planning, budgeting, resource allocation, and operational requirements.
- Prepare and monitor administrative budgets, control operating expenses, and identify opportunities for cost reduction and resource optimization.
- Supervise administrative staff, allocate responsibilities, monitor performance, and ensure timely completion of daily operational activities.
- Manage office facilities, maintenance, supplies, equipment, access control, and vendor services to maintain safe, efficient, and professional working environment.
- Coordinate procurement activities, supplier relationships, quotations, purchase orders, contracts, and service agreements in accordance with institutional requirements.
- Oversee employee onboarding, documentation, attendance, leave management, personnel records, and other HR administrative processes.
- Support recruitment, staff induction, performance management, employee engagement, and staff development initiatives in coordination with management.
- Ensure HR and administrative practices comply with applicable UAE labor laws, regulations, and institutional policies.
- Maintain accurate, confidential, and up-to-date employee and administrative records and documentation.
- Handle internal and external correspondence, inquiries, complaints, and administrative requests professionally and within established timelines.
- Coordinate meetings, management appointments, events, training sessions, travel arrangements, presentations, and related logistical requirements.
- Prepare accurate and timely administrative, HR, operational, and management reports, including key performance indicators and departmental updates.
- Analyze operational and administrative data to identify process gaps, improve productivity, reduce costs, and enhance service quality.
- Facilitate effective communication between senior management, academic departments, administrative teams, employees, students, parents, customers, and external stakeholders.
- Establish and maintain positive working relationships with government authorities, service providers, vendors, partners, and other institutional stakeholders.
- Support marketing, student engagement, customer service, and institutional initiatives to improve stakeholder satisfaction, retention, and overall service experience.
- Monitor administrative risks, compliance requirements, and operational issues and recommend appropriate corrective and preventive actions.
- Drive continuous improvement initiatives to streamline workflows, strengthen internal controls, enhance employee experience, and improve overall institutional efficiency.
- Increased office efficiency by streamlining administrative procedures.
Administrative Manager and HR
Unique Academy of Aviation and Management Studies
Kochin, India
2017.04 - 2023.10
- Manage overall academic administration, HR operations, and day-to-day institutional activities to ensure smooth and efficient functioning of the institute.
- Develop and implement administrative policies, procedures, and HR practices aligned with institutional objectives and academic requirements.
- Coordinate with management, faculty, academic departments, and administrative teams to ensure effective planning and execution of institutional activities.
- Manage end-to-end recruitment for teaching and non-teaching staff, including manpower planning, job postings, candidate screening, interviews, selection, and onboarding.
- Handle faculty and staff onboarding, induction, attendance, leave, employee records, contracts, performance management, and separation processes.
- Maintain accurate and confidential personnel files, employee databases, attendance records, leave records, and other statutory and HR documentation.
- Coordinate payroll inputs for faculty and staff, including attendance, leave, incentives, deductions, and other employee-related information.
- Monitor faculty and staff performance and support management in implementing performance appraisal, training, development, and employee engagement initiatives.
- Handle employee grievances, disciplinary matters, workplace concerns, and conflict resolution while maintaining a professional and positive work environment.
- Ensure compliance with applicable Indian labor laws, statutory requirements, institutional policies, and employment regulations.
- Coordinate academic schedules, faculty requirements, examinations, workshops, seminars, meetings, events, and other institutional activities in collaboration with academic teams.
- Support student administration by coordinating admissions-related activities, student records, documentation, inquiries, complaints, and communication with students and parents.
- Oversee office administration, facilities, housekeeping, security, maintenance, classroom requirements, equipment, and general infrastructure to support academic operations.
- Manage procurement and vendor relationships for academic and administrative requirements, including quotations, purchase requests, service agreements, and supplies.
- Prepare and monitor administrative budgets, control operational expenses, and identify opportunities for cost savings and effective resource utilization.
- Prepare timely MIS, HR, administrative, attendance, staffing, and operational reports for management review and decision-making.
- Develop and maintain effective communication channels between management, faculty, staff, students, parents, and external stakeholders.
- Handle institutional correspondence, inquiries, complaints, and administrative requests, ensuring timely resolution and professional communication.
- Coordinate staff training, professional development programs, faculty meetings, institutional events, seminars, workshops, and other academic activities.
- Identify opportunities to streamline administrative and academic support processes, improve service quality, enhance productivity, and strengthen institutional efficiency.
Administrative Coordinator Cum Faculty
Unique Academy of Aviation and Management Studies
Kochin, India
2016.04 - 2017.03
- Coordinate day-to-day academic and administrative activities to ensure smooth and efficient functioning of the institute.
- Deliver lectures and facilitate classroom sessions in accordance with the prescribed curriculum, academic standards, and institutional guidelines.
- Prepare lesson plans, presentations, course materials, assignments, assessments, and other academic resources.
- Coordinate class schedules, faculty timetables, classrooms, examinations, workshops, seminars, and academic events.
- Maintain accurate student attendance, academic records, assessment results, and other required documentation.
- Monitor student academic performance, provide guidance and feedback, and support students in achieving their learning objectives.
- Coordinate with faculty members, management, students, and administrative staff to ensure effective communication and timely completion of academic activities.
- Support student admissions, enquiries, registrations, orientation programs, and other student administration activities.
- Assist in developing and updating course content, teaching materials, academic resources, and assessment methods.
- Conduct examinations, assessments, presentations, and practical sessions while ensuring adherence to institutional procedures.
- Prepare academic reports, attendance reports, performance reports, examination records, and other MIS reports for management review.
- Handle student and parent enquiries, complaints, and academic concerns professionally and ensure appropriate follow-up and resolution.
- Support faculty members with academic scheduling, classroom requirements, teaching resources, and administrative coordination.
- Organize and coordinate workshops, seminars, training programs, guest lectures, educational events, and student activities.
- Maintain academic and administrative documentation, ensuring records are accurate, organized, and readily accessible.
- Coordinate with external stakeholders, vendors, and service providers for academic events, training programs, and institutional activities.
- Assist management in implementing academic policies, administrative procedures, quality standards, and institutional initiatives.
- Monitor classroom facilities, teaching equipment, learning resources, and other requirements to support effective academic delivery.
- Contribute to student engagement, retention, feedback collection, and continuous improvement of academic and administrative services.
- Identify opportunities to improve academic processes, administrative workflows, student experience, and overall institutional efficiency.
Education Coordinator
Unique Academy of Aviation and Management Studies
Kochin, India
2014.02 - 2016.03
- Coordinate day-to-day academic and educational activities to ensure smooth and effective delivery of programs and courses.
- Develop and maintain academic schedules, class timetables, faculty allocations, examination schedules, and training calendars.
- Coordinate with faculty members, students, management, and administrative teams to ensure effective communication and timely execution of academic activities.
- Monitor student attendance, academic progress, assessment results, and overall performance, maintaining accurate records and reports.
- Support student admissions, registration, orientation, course selection, and academic documentation processes.
- Assist faculty members with lesson planning, course materials, classroom resources, assessments, and other academic requirements.
- Coordinate examinations, assignments, assessments, presentations, workshops, seminars, and other academic events.
- Address student enquiries, academic concerns, complaints, and feedback, ensuring timely resolution and appropriate follow-up.
- Prepare academic reports, MIS reports, attendance summaries, performance reports, examination records, and management updates.
- Maintain accurate student, faculty, course, attendance, and examination records in accordance with institutional policies.
- Monitor course delivery and academic activities to ensure alignment with approved curriculum, schedules, and institutional standards.
- Coordinate faculty meetings, academic reviews, training sessions, workshops, guest lectures, and professional development activities.
- Liaise with parents, students, faculty, management, and external stakeholders to maintain effective communication and positive relationships.
- Collect and analyze student and faculty feedback to identify areas for improvement in academic programs and student services.
- Support the implementation of academic policies, procedures, quality standards, and institutional initiatives.
- Coordinate classroom facilities, teaching resources, equipment, and other academic requirements to ensure uninterrupted course delivery.
- Assist in preparing academic calendars, course documentation, student handbooks, presentations, certificates, and other institutional materials.
- Monitor academic deadlines and follow up with faculty and students to ensure timely completion of assignments, assessments, and required documentation.
- Contribute to student engagement, satisfaction, retention, and overall learning experience through effective academic coordination and support.
- Identify opportunities to streamline academic processes, improve operational efficiency, and enhance the overall quality of educational services.
Education
Professional Diploma - HR and Business Management
UAAMS
B Tech - Aeronautical Engineer
MG University
KottayamMaster of Arts - Psycology
Scope Global Skills Univercity
IndiaMBA -
Annamalai University
Advanced Diploma - Hospital Administration
Sted Council , Govt.of India
TrivandrumAdvanced Diploma - Project Management
Sted Council , Govt.of India
TrivandrumSkills
- MS Office
- Strategic Planning
- Operations Management
- Academic Operations
- HR Operations
- Recruitment & Selection
- Payroll Coordination
- Employee Records Management
- Correspondence & Complaint Handling
- Budgeting & Cost Control
- Stakeholder Management
- Student & Parent Relations
- Communication & Interpersonal Skills
- Meeting & Event Coordination
- Curriculum & Course Support
- Examination Coordination
Certification
Professional Diploma - HR & Business Management, Advanced Diploma in Hospital Administration, Advanced Diploma in Project Management
LANGUAGES
English
Fluent
Hindi
Advanced
Malayalam
Native
Affiliations
- Mentoring & Knowledge Sharing, Travel & Cultural Exploration, Continues Learning, Performing Arts, Public Speaking & Communication
Accomplishments
Bharath Sevak Award by Bharath Sevak Samaj (BSS)
Best Employee of the Year (2016, 2018, 2025)
DECLARATION
I hereby declare that all the details mentioned above are true to the best of my knowledge. If given a chance I would perform my task to the utmost level. I hope you would accept my application and offer me a chance to serve your esteemed organization.
PERSONAL ASSESSMENT
- Flexibility, adaptability and the willingness to learn new skills
- Excellent communicator with the unique to work alone or in team
- Ability to deal with sensitive people management issues Effectively
Timeline
Operations Manager
Unique Academy of Aviation and Management Studies
2025.06 - 2026.07
Senior Administration and HR Manager
Unique Academy of Aviation and Management Studies
2024.06 - 2025.06
Administrative Manager
Winnex Institute for Project Management Studies
2024.01 - 2025.01
Administrative Manager and HR
Unique Academy of Aviation and Management Studies
2017.04 - 2023.10
Administrative Coordinator Cum Faculty
Unique Academy of Aviation and Management Studies
2016.04 - 2017.03
Education Coordinator
Unique Academy of Aviation and Management Studies
2014.02 - 2016.03
Professional Diploma - HR and Business Management
UAAMS
B Tech - Aeronautical Engineer
MG University
Master of Arts - Psycology
Scope Global Skills Univercity
MBA -
Annamalai University
Advanced Diploma - Hospital Administration
Sted Council , Govt.of India
Advanced Diploma - Project Management
Sted Council , Govt.of India