Academic Coordinator

Integrasi Perkembangan Kemahiran College; Seberang Perai; On-site; MYR 30,000 - 45,000; Full time

Job summary

An academic institution located in Penang seeks a candidate for an academic administration role. The successful applicant will coordinate timetable planning, monitor student attendance, and manage new student enrollment. Key skills include organizational and multitasking abilities alongside proficiency in MS Office and Google Workspace. This position involves ensuring that all academic documentation is accurate and managing the overall smooth operation of academic processes.

Qualifications

• Experience in academic administration is an advantage.
• Good organizational, communication, and multitasking skills.
• Proficient in MS Office, Google Workspace, and academic systems.

Responsibilities

• Coordinate the timetable planning and classroom allocation.
• Monitor and prepare students’ attendance record.
• Prepare evaluation questions and administer student evaluations.
• Coordinate the enrollment of new and returning students.

Skills

Organizational skills

Communication skills

Multitasking skills

Proficient in MS Office

Proficient in Google Workspace

Job description

Class timetable & Exam Timetable

• Subject listing collection and compiling
• Timetable planning and classroom allocation
• Compiling and computation of lecturers' teaching load
• Release exam timetable after exam head approval

Students Attendance & Lecturers Replacement Class Monitoring

• Monitor and prepare students’ attendance record
• Monitor and update lecturers’ replacement classes

Instructional Planning and Reflective Log

• Coordinate the collection of Instructional Planning and Reflective Log from Head of Programs / Lecturers
• Compile and file Instructional Planning and Reflective Log
• Test Specifications Matrix (TMS)

Students Enrolment

• Coordinate the enrolment of new and returning students in the EMS system for the new semester

Evaluation on Lecturers and Supporting Activities

• Prepare evaluation questions in Google Form
• Administer and compile student evaluations on lecturers, facilities, and support services
• Tabulate reports in a spreadsheet by subject and lecturer
• Prepare a summary of Student Evaluation Score Letter for each lecturer

Meeting Coordination and Minutes Taking

• Industrial Advisory Panel (IAP) Meeting
• External Assessor Meeting
• Departmental Meeting (2x per semester)
• Academic School / Program Department Meeting / HOP Meeting (2x in long semester and once in short semester)
• Academic Board Committee (ABC) Meeting (2x a year)
• Annual Programme Review Meeting (once a year for all active programs)
• Periodical Programme Monitoring and Review Meeting (once every two years)

Academic Administration: Coordination, Compilation and Recording

• Course structure monitoring (every semester)
• Waterfall Plan (new intake)
• Teaching File (every semester)
• To support and assist in preparing MQA and MOE documents
• Update and communicate with students on important matters related to academics
• Ensure all academic documentation is updated and filed in an organised and timely manner
• Ensure day-to-day academic operations run smoothly without complaints

Support IQA, TuV, MyQuest, Institutional and Programs Audit

• Preparation and coordination of QMS and academic audit
• Data collection, monitoring, compilation and tabulation of data for audit purposes (i.e. based on MyQuest indicators, JPT requirements, MQA requirements)
• Ad-hoc internal audit

Requirements

Experience in academic administration is an advantage

Good organizational, communication, and multitasking skills

Proficient in MS Office, Google Workspace, and academic systems