Administration Officer

IMC Education Sdn Bhd; Subang Jaya; On-site; MYR 36,000 - 48,000; Full time

Job summary

A leading educational institution is seeking an Administrative Support professional to assist the Head of Nursing Programmes. This role involves managing schedules, ensuring compliance with educational standards, and providing HR support for academic staff. Candidates should have excellent organizational and communication skills. Familiarity with licensing and accreditation processes is a plus. This position offers a chance to contribute to healthcare education and development in Malaysia.

Qualifications

• Experience providing administrative and secretarial support in an academic environment.
• Strong communication skills to liaise with stakeholders.
• Ability to maintain and organize records securely.
• Familiarity with compliance and accreditation processes is preferred.

Responsibilities

• Provide administrative support to the Head of Nursing Programmes.
• Coordinate academic activities and manage schedules.
• Liaise with regulatory bodies for compliance purposes.
• Assist with HR processes for academic staff.

Skills

Administrative support

Communication coordination

Document management

Organizational skills

Job description

Provide administrative and secretarial support to the Head of Nursing Programmes and designated academic personnel.

Manage and coordinate the Head of Nursing Programmes’ diary, including scheduling meetings, appointments, and academic activities.

Coordinate programmes and activities to ensure availability of facilities and compliance with established SOPs.

Key Responsibilities

Academic Support (70%)

1. Academic & Programme Administration
   • Provide administrative and secretarial support to the Head of Nursing Programmes and designated academic personnel.
   • Manage and coordinate the Head of Nursing Programmes’ diary, including scheduling meetings, appointments, and academic activities.
   • Coordinate programmes and activities to ensure availability of facilities and compliance with established SOPs.
2. Communication & Coordination
   • Respond to inquiries from internal and external stakeholders (e.g. students, parents, regulatory bodies, hospitals, and partner agencies).
   • Screen phone calls, take messages, and direct enquiries to the appropriate department or personnel.
   • Track and manage all incoming and outgoing documents for the Head of Nursing Programmes.
3. Meetings & Documentation
   • Provide secretarial support for staff meetings chaired by the Head of Nursing Programmes and Management Committee meetings.
   • Prepare and maintain reports and written materials, including correspondence, agendas, and minutes.
   • Process and disseminate documents and materials to relevant personnel for action.
4. Records & Filing
   • Maintain an organized filing system (both computerized and manual), ensuring accuracy, confidentiality, and document security.
   • Manage departmental databases and academic records in accordance with institutional policies.

Licensing & Accreditation

• Liaise with regulatory and statutory bodies including MOHE, MNB, and MQA to ensure compliance with licensing and accreditation requirements.
• Monitor departmental and programme activities to ensure adherence to legal, regulatory, and administrative standards.
• Assist in preparing documentation and correspondence required for audits, accreditation exercises, and regulatory submissions.

General Administration

• Assist in circulating the student master clinical calendar to sponsor hospitals.
• Assist the Principal and Head of Nursing Programmes in preparing official correspondence to regulatory and external bodies.
• Compile and consolidate data from various sources to support compliance, reporting, and administrative requirements.
• Perform any other duties as assigned from time to time.

HR Support (30%)

• Assist in academic recruitment administrative processes, including collecting and verifying compulsory documents from candidates.
• Support the organization, filing, and maintenance of personnel documents, particularly in preparation for audits and compliance tracking.
• Provide general administrative support for HR processes that do not involve confidential Personnel & Confidential documents.
• Coordinate and track academic staff records, including contract renewals, licence validity, and document submissions.
• Assist with onboarding formalities for newly appointed academic staff.

IMU College, formerly known as the International Medical College (IMC), was founded in 1993 with a mission to develop competent nurses and allied health professionals. With campuses in Subang Jaya, Selangor, and Ayer Keroh, Melaka, the college is strategically positioned to support healthcare talent development. Backed by strong partnerships with the Pantai and Gleneagles Group of Hospitals and other private hospitals in Malaysia and Singapore, IMU College has built a solid reputation for quality education, producing graduates who are well-prepared to meet industry demands locally and internationally.