Warden

JOB DESCRIPTION – HOSTEL WARDEN

IIT ACADEMY & MEDICAL ACADEMY, JODHPUR

1. JOB DETAILS

Job Title: Hostel Warden

Department: Hostel Management

Job Type: Full-Time

Gender: Female

Age Limit: 21–30 Years

Preferred Experience: Experience in hostel, school or student management will be preferred.

Education: graduation (B. Sc )

1. 24-HOUR RESIDENTIAL WARDEN

• Duty Timing: 24-hour residential responsibility.
• Monthly Salary: ₹20,000.
• Facilities Provided: Free accommodation within the hostel.
• Meals: Breakfast, lunch and dinner will be provided.
• Responsibility: Overall supervision and management of hostel activities, student discipline, attendance, safety and daily routine.

2. DAY SHIFT WARDEN

• Duty Timing: 7:00 AM to 7:00 PM (12 hours).
• Monthly Salary: ₹12,000.
• Facilities Provided: Breakfast and lunch will be provided.
• Responsibility: Supervision of students during daytime, morning coaching attendance, meal monitoring, room inspections, hostel cleanliness and overall discipline during the assigned shift.

3. NIGHT SHIFT WARDEN

• Duty Timing: 7:00 PM to 7:30 AM (12.5 hours).
• Monthly Salary: ₹10,000.
• Facilities Provided: Dinner will be provided.
• Responsibility: Supervision of students during nighttime, evening coaching attendance, dinner monitoring, night attendance, study hours, mobile phone restrictions, sleeping schedule and hostel security.

3. KEY ROLES & RESPONSIBILITIES

The Hostel Warden will be responsible for the overall discipline, safety, attendance, daily routine, food management and well-being of students residing in the hostel.

The hostel accommodates Class 11th and 12th students preparing for NEET and IIT-JEE examinations. Therefore, the warden must ensure that students maintain a disciplined lifestyle and remain focused on their studies.

A. STUDENT ATTENDANCE & COACHING CLASS MONITORING

• Ensure that all students attend their scheduled coaching classes regularly.
• Maintain separate attendance records for morning and evening coaching batches.
• Coordinate with the coaching centre reception team to verify the attendance of every hostel student.
• Confirm whether each student has reached the coaching centre and attended their scheduled classes.
• Maintain a separate record of students who are absent, late or leave classes midway.
• Immediately contact the concerned student if they are missing from class.
• Inform management about any student who misses classes without valid permission.
• The warden will be accountable for tracking and reporting every student's class attendance.
• Ensure students return to the hostel after their scheduled classes.
• Maintain proper coordination with the academic department and reception staff.

B. STUDENT DAILY ROUTINE & DISCIPLINE

• Ensure students wake up on time every morning.
• Ensure students sleep at the prescribed time every night.
• Monitor students during designated self-study hours and ensure they study properly.
• Ensure students do not misuse mobile phones or spend unnecessary time on them.
• Ensure mobile phone usage follows the hostel's prescribed rules.
• Maintain discipline among students in their rooms and common areas.
• Prevent unnecessary gatherings, disturbances, fighting and misbehaviour.
• Motivate students to remain focused on their NEET/JEE preparation.
• Encourage students to follow a healthy and disciplined daily routine.
• Identify students who are irregular in their studies and report them to management.

C. FOOD & MEAL MANAGEMENT

• Ensure that every student has all three meals – breakfast, lunch and dinner – at the prescribed timings.
• Ensure students attend the mess regularly and do not skip meals.
• Monitor whether students are eating properly and taking the food served to them.
• Encourage students to try the different varieties of food served in the mess.
• Monitor unnecessary food wastage and encourage students to avoid leaving food on their plates.
• Maintain a separate record of students who regularly skip meals or eat outside.
• Coordinate with kitchen staff to ensure timely food service.
• Check food quality, hygiene and cleanliness in the dining area.
• Immediately report food-related complaints or irregularities to management.

D. HOSTEL ROOM INSPECTION & CLEANLINESS

• Conduct physical inspections of all student rooms at least three times daily.
• Check room cleanliness, beds, cupboards, floors and personal belongings.
• Ensure students maintain personal hygiene and keep their rooms organised.
• Check bathrooms, washrooms, corridors and common areas for cleanliness.
• Ensure students do not damage hostel furniture, electrical fittings or other property.
• Coordinate with housekeeping staff to ensure daily cleaning.
• Check whether cleaning activities are being completed properly.
• Report maintenance issues and cleanliness-related problems immediately.
• Maintain proper records and photographs of hostel cleanliness whenever required.

E. STUDENT LEAVE & PARENT COORDINATION

• No student should be allowed to leave the hostel without prior permission.
• If a student wants to go home, the warden must contact the parents/guardians in advance and obtain their confirmation.
• Maintain a proper record of students going home, including departure date, time and expected return date.
• Verify that the student has returned to the hostel on time.
• Maintain a separate register for students going outside the hostel for any reason.
• Immediately inform management about unauthorised absence or delayed return.
• Maintain proper communication with parents regarding important hostel-related concerns.

F. OVERALL HOSTEL MANAGEMENT & STUDENT SAFETY

• maintain first- aid kit. 
• take student to hospital check up in case of medical issue and ensure proper treatment. 
• Take complete responsibility for the overall functioning of the hostel during assigned duty hours.
• Ensure discipline and safety within the hostel premises.
• Monitor the entry and exit of students and visitors.
• Ensure no unauthorised person enters the hostel.
• Coordinate with housekeeping, kitchen staff and other hostel employees.
• Ensure proper functioning of hostel facilities and report any issues.
• Handle student complaints and conflicts responsibly.
• Remain alert to health issues, emergencies and unusual student behaviour.
• Immediately inform management about serious incidents.
• Ensure all hostel rules and management instructions are followed.

G. STUDENT MOTIVATION & PERSONAL GUIDANCE

• Maintain a positive and approachable relationship with students.
• Motivate students to work consistently towards their NEET/JEE goals.
• Encourage students to maintain discipline, punctuality and consistency.
• Identify students who appear demotivated, stressed or distracted.
• Encourage students to utilise their self-study hours effectively.
• Help students develop good habits and a responsible attitude.
• Coordinate with teachers and management whenever a student requires special attention.

4. DAILY REPORTING & RECORD MAINTENANCE

The warden must maintain proper records and submit regular updates to the management regarding the following:

• Morning batch student attendance.
• Evening batch student attendance.
• Students absent or late from coaching classes.
• Students leaving classes midway.
• Breakfast, lunch and dinner attendance and monitoring.
• Students going home or leaving the hostel premises.
• Morning, afternoon and evening room inspections (three times daily).
• Student discipline issues and complaints.
• Daily hostel cleanliness and hygiene inspection.
• Maintenance requirements and other hostel-related issues.

All records must be maintained accurately and updated regularly. Any serious issue or irregularity must be immediately reported to the management.

REQUIRED QUALIFICATIONS & PERSONALITy

• Good communication skills in Hindi.
• Basic English communication preferred.
• Basic knowledge of WhatsApp and maintaining attendance records.
• Ability to manage students of Classes 11th and 12th.
• Good observation and management skills.
• Must be physically active, alert and responsible.
• Must be capable of handling students firmly but politely.
• Previous experience in a residential hostel or educational institution will be an advantage.

6. IMPORTANT EXPECTATIONS FROM THE WARDEN

The institute requires an active, alert, disciplined and highly responsible person who understands that hostel management is a continuous responsibility.

The warden must not limit their work to taking attendance or opening and closing the hostel. They must actively monitor students throughout their assigned duty hours.

The following five responsibilities are the highest priorities:

• 100% Class Attendance Monitoring: Every hostel student must be accounted for in both morning and evening coaching batches.
• Timely Meals: Ensure students receive and attend all three meals every day.
• Daily Routine: Ensure students wake up on time, study properly, follow mobile phone restrictions and sleep on time.
• Discipline & Cleanliness: Maintain hostel discipline and inspect every student room three times daily.
• Accountability: Maintain accurate records, coordinate with reception and management, and immediately report any irregularities.

7. REPORTING & ACCOUNTABILITY

The Hostel Warden will report directly to the coaching Management.

The warden will be held accountable for:

• Student attendance and class monitoring.
• Unauthorised student absence.
• Timely meals and food management.
• Hostel discipline and cleanliness.
• Student safety and daily routine.
• Proper coordination with reception, kitchen and housekeeping staff.
• Timely reporting of all hostel-related matters.

OUR EXPECTATION:

We are looking for a responsible and proactive warden who can independently manage the hostel, understand student requirements, maintain strict discipline and ensure that every student gets a safe, healthy and academically supportive environment.

The ultimate objective is to ensure that every student residing in the hostel remains disciplined, healthy, regular in classes and focused on NEET/JEE preparation.