Position Purpose:
The Co-Curricular Activities (CCA) Operations Specialist ensures the efficient financial and operational functioning of student societies and office activities. This role is responsible for managing budgets, processing payments, coordinating procurement and logistics, and overseeing SAP-related tasks by collaborating closely with internal departments and society representatives. The specialist supports smooth execution of co-curricular initiatives, enabling impactful student engagement beyond the classroom.

Key Accountabilities

1. Budget Management

• Oversee the budgeting process for Co-Curricular activities and student societies.
• Manage society budgets and rollovers, ensuring accurate and timely financial reporting.
• Prepare and manage office annual budget proposals.
• Ensure all payments, including office payments, society payments, and sponsorships, are processed timely and accurately.
• Provide regular budget reports and financial updates to the team lead.

2. SAP Management

• Manage and execute SAP system processes for the office and all societies, including: Purchase Requisitions (PRs), Goods Receipt Notes (GRNs), All SAP-related updates.

3. Event Bookings

• Facilitate and manage bookings for events, meetings, and other activities for offices and societies.

4. Coordination with Societies’ POCs

• Serve as the liaison between societies’ POCs and other departments.
• Ensure effective communication and coordination to support society activities.
• Address and resolve any issues raised by societies’ POCs promptly.

5. Payment and Sponsorships

• Manage the process for payments and sponsorships.
• Coordinate with relevant stakeholders and departments to ensure timely and accurate processing.
• Maintain records and documentation of all transactions. 

6. Procurement and Logistical Support 

• Coordinate procurement for society and office needs, ensuring cost-effectiveness and quality. 
• Provide logistical support for events, meetings, and other activities. 
• Coordinate with vendors and suppliers to ensure timely delivery of goods and services.

Knowledge and Skills

They should exhibit:

Financial and Budget Management

• Proficient in preparing, managing, and monitoring budgets.
• Understanding of financial reporting and reconciliation processes.

SAP System Proficiency

• Hands-on experience with SAP or similar ERP systems.
• Ability to process Purchase Requisitions (PRs), Goods Receipt Notes (GRNs), and update financial records accurately.

Procurement and Logistics

• Knowledge of procurement processes and best practices.
• Skilled in vendor coordination, cost-effective purchasing, and logistical planning.

Project and Event Coordination

• Strong organizational skills to manage multiple bookings and activities.
• Ability to coordinate resources and timelines for smooth event execution.

Administrative and Operational Skills

• Competency in managing records, documentation, and routine office operations.
• Familiarity with university or institutional administrative systems is an advantage.

Communication and Interpersonal Skills

• Ability to effectively liaise with internal departments and society representatives.
• Strong written and verbal communication to convey information clearly and professionally.

Problem Solving

• Aptitude for identifying issues and implementing timely and practical solutions

Behaviors

They should also exhibit:

1. Attention to Detail 

• Maintains high accuracy in financial and administrative tasks. 
• Ensures compliance with procedures and documentation standards. 

2. Accountability 

• Takes ownership of tasks and follows through on commitments.
• Upholds financial integrity and operational transparency. 

3. Collaboration 

• Works effectively with a variety of stakeholders. 
• Builds cooperative relationships across departments and student societies. 

4. Initiative 

• Proactively identifies needs and takes action without waiting for direction. 
• Seeks opportunities to improve efficiency and effectiveness. 

5. Adaptability 

• Responds flexibly to changing priorities and situations. 
• Manages workload effectively in a dynamic environment. 

6. Customer Service Orientation

• Maintains a helpful and responsive attitude when supporting student societies. 
• Prioritizes the needs of stakeholders and ensures a positive experience. 

7. Confidentiality and Integrity 

• Handles sensitive financial and student information responsibly and ethically.

Qualification

• Bachelors (Hons.) and/or Masters from an accredited institution.

Experience

• At least 3-5 years of experience (ideally in educational contexts).

What We Offer:

A Learning Ecosystem

LUMS offers a dynamic work culture that encourages learning and innovation, skills development, and contribution to areas beyond your job role. You will have the opportunity to learn and interact with the best academic minds in Pakistan, as well as to work with highly experienced professionals.

Intellectual Freedom

We believe in the pursuit of knowledge, provide the freedom to explore across different disciplines and value the diverse expression of all community members for mutual learning and advancement.

Benefits

LUMS offers competitive benefits to its academic and professional colleagues including Provident Fund, Group Life Insurance, EOBI for Pension Scheme, Outpatient medical coverage for self and family, and In-patient Health Insurance for self, spouse, and dependent children.

Campus Perks

The LUMS campus offers all the facilities and amenities of a world-class university, including a Sports Complex offering international standard courts for badminton, squash, tennis, basketball and volleyball, a FINA certified 25M swimming pool, and separate gyms for women and men. In addition to the LUMS Dining Center, there is a variety of eateries across campus offering popular cuisines, a breath-taking mosque, a medical center, the LUMS Library, car parking as well as transport facilities for females, and a professionally run Day Care Center for children of community members.

Discounts

LUMS also provides a wide range of corporate discounts and internal educational discounts to its community as a token of each member’s value to our community. Our internal educational discounts include waiver of undergraduate tuition fees of employees’ children studying at LUMS, scholarships for master’s programs in several schools, and executive development programs offered by the nationally recognized Rausing Executive Development Center (REDC).

LUMS is an equal opportunity employer. We celebrate diversity and are committed to building an inclusive workplace for all our employees. We do not discriminate on the basis of gender, race, religion, caste, ethnicity, age, non-disqualifying physical or psychological disability or social status. Candidates belonging to minority groups are encouraged to apply.