SHINU SHOBA VINCENT
Administrative and operations professional
Chennai
Summary
Experienced administrative and operations professional with a diverse background in education, hospitality, nonprofit, and international exchange sectors. Proven expertise in managing administrative and financial functions, coordinating cross-cultural activities, planning events, and navigating regulatory processes. Recognized for meticulous attention to detail, reliability, and collaborative approach in supporting institutional and community-focused projects. Seeking roles that capitalize on administrative strengths to drive broader social and organizational impact.
Overview
25
25
years of professional experience
4
4
Languages
Work History
Program Coordinator
United States – India Educational Foundation (USIEF)
05.2021 - Current
- Manage the Fulbright Fellowship Program for Indian and U.S. citizens in the southern region covering Tamil Nadu, Andhra Pradesh, Telangana, Karnataka, Kerala, and Puducherry.
- Manage the complete settling-in process for incoming U.S. Fulbright grantees, including institutional affiliations, FRRO registration, housing arrangements, and domestic travel logistics.
- Plan and conduct outreach sessions at higher education and research institutions across south India to promote Fulbright fellowships and programs.
- Manage visa appointment processes for Indian Fulbright recipients, including documentation, approvals, and coordination with consular offices.
- Review and summarize fellowship applications across various Fulbright program categories, supporting the selection process.
- Maintain and update a roster of expert reviewers for use in the selection and review processes.
- Conceptualize, organize, and execute institutional events such as orientations, workshops, mentoring sessions, and cultural visits for U.S. scholars – handling end-to-end logistics, communication and stakeholder coordination.
- Facilitate guest lectures, institutional visits, and placement opportunities by liaising with academic and research institutions across the region.
- Serve as the regional point of contact for Fulbright-related walk-in, phone, and email queries; manage the Chennai regional office mailbox.
- Provide logistical and administrative support for fellowship selection panels and interviews.
- Support alumni engagement and post-award tracking initiatives through data management and reporting systems.
Administrative Associate
United States – India Educational Foundation (USIEF)
06.2015 - 04.2021
- Managed entire administrative and financial operations, while supporting program functions and assisting with the implementation of Fulbright programs, EducationUSA advising services, and institutional events.
- Handled multiple office accounts, including program funds, petty cash, and Education Advising Services revenue; processed invoices, tracked payments, and prepared quarterly and annual financial reports.
- Negotiated long-term vendor contracts and blanket approvals to improve cost-efficiency and streamline procurement.
- Maintained accurate inventories of fixed assets and office supplies; coordinated purchase orders and replenishments.
- Coordinated key institutional events such as scholar orientations, selection interviews, visa days, education fairs, and workshops—managing logistics, vendor payments, and participant support.
- Reviewed and summarized applications for Fulbright fellowships under various program categories, supporting the selection process.
- Supported U.S. Fulbright scholars with housing, local logistics, and compliance requirements upon arrival in India.
- Served as first-line support for walk-in visitors and phone/email queries related to U.S. higher education and Fulbright programs.
- Assisted in the administration of standardized testing for U.S. education; maintained test records and scheduling.
- Updated program calendars and supported internal reporting systems; contributed to institutional initiatives including alumni database updates and record digitization.
Administrative Officer
St. Thomas College of Arts and Science
05.2012 - 03.2015
- Provided comprehensive administrative support to the Principal and Secretary, ensuring smooth daily operations at the institutional level.
- Oversaw procurement of all assets, including capital equipment, adhering to budgetary and compliance standards.
- Coordinated Trust Board and Committee meetings, preparing documentation and ensuring timely execution.
- Maintained confidential Trust-related documents with utmost discretion and secure handling.
- Liaised with government, university, and executive officials for institutional approvals, compliance, and negotiations.
- Managed planning and execution of key college events such as culturals, College Day, and Graduation Day.
- Developed and monitored budgets for all events, ensuring effective allocation and cash flow management.
- Handled official correspondence on behalf of the institution, maintaining professionalism and accuracy.
- Oversaw repairs and maintenance work across departments to ensure uninterrupted campus operations.
- Responded to academic and departmental requirements across administrative functions.
- Supported end-to-end staff recruitment processes, from coordinating interviews to appointment documentation.
- Managed payroll and salary fixation procedures in coordination with HR and finance.
- Facilitated student admissions and ensured accurate maintenance of student records and data systems.
Administrative Assistant
St. Thomas College of Arts and Science
06.2009 - 04.2012
- Assisted in the student admissions process, including document verification and application management.
- Managed daily fee collection and maintained accurate financial records.
- Updated and maintained student records, streamlining the system for easier access and tracking.
- Organized and supported Board and Committee meetings, including documentation and scheduling.
- Drafted and managed general institutional correspondence, ensuring clear and timely communication.
Accounts and Administrative Executive
La Boulangerie
12.2006 - 04.2009
- Organized executive and board meetings, handling logistics and documentation.
- Managed the Managing Director’s calendar, coordinating domestic and international business travel.
- Handled all business correspondence with vendors and clients, ensuring smooth communication flow.
- Executed purchase and sales orders and maintained accurate tracking.
- Compiled and submitted daily business performance reports to senior management.
- Coordinated logistics and operational support for new café and branch openings.
- Facilitated travel and accommodation arrangements for expatriates supporting ongoing projects.
- Oversaw maintenance schedules and operations for imported machinery and equipment.
Accounts Executive
Syslab Solutions
05.2005 - 04.2006
- Managed daily accounts including receipts, payments, payroll, and petty cash.
- Reconciled bank statements and maintained accurate records of debtors and creditors.
- Monitored stock and prepared forecasts to support sales planning.
- Filed monthly and annual sales tax returns, ensuring statutory compliance and readiness for assessments.
Accounts Assistant
Artek Scientific (I) Corporation
05.2000 - 03.2005
- Generated invoices, processed purchase orders, and managed vendor payments.
- Prepared monthly bank reconciliation statements and internal financial reports.
- Handled payroll processing and petty cash disbursement.
- Filed sales tax returns and supported statutory audits and assessments.
Education
MBA - Finance
University of Madras
Bachelor of Commerce - undefined
University of Madras
Skills
- Administrative operations management
- Financial management
- Procurement
- Fellowship program management
- International Exchange Coordination
- Stakeholder collaboration
- Multi-team coordination
- Regulatory compliance expertise
- Logistics management
- Higher education collaboration
Timeline
Program Coordinator
United States – India Educational Foundation (USIEF)
05.2021 - Current
Administrative Associate
United States – India Educational Foundation (USIEF)
06.2015 - 04.2021
Administrative Officer
St. Thomas College of Arts and Science
05.2012 - 03.2015
Administrative Assistant
St. Thomas College of Arts and Science
06.2009 - 04.2012
Accounts and Administrative Executive
La Boulangerie
12.2006 - 04.2009
Accounts Executive
Syslab Solutions
05.2005 - 04.2006
Accounts Assistant
Artek Scientific (I) Corporation
05.2000 - 03.2005
Bachelor of Commerce - undefined
University of Madras
MBA - Finance
University of Madras
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