Administration Officer

IMC Education; Subang Jaya; On-site; MYR 30,000 - 45,000; Full time

Job summary

A leading education institution in Malaysia is seeking an Administrative Coordinator to provide support to the Head of Nursing Programmes. Responsibilities include managing communications, ensuring compliance with accreditation standards, and assisting with HR functions. The ideal candidate will have a bachelor's degree and strong organizational skills, with experience in academic administration preferred. This role is essential to maintaining effective academic operations.

Qualifications

• Experience in academic administration or related field preferred.
• Strong communication skills are essential.
• Ability to manage multiple tasks and prioritize effectively.

Responsibilities

• Provide administrative support to the Head of Nursing Programmes.
• Respond to inquiries from stakeholders including students and regulatory bodies.
• Assist in academic recruitment processes and documentation.
• Coordinate the maintenance of personnel documents.

Skills

Administrative support

Communication

Organizational skills

Compliance knowledge

Education

Bachelor's degree in a relevant field

Job description

Key Responsibilities

Academic Support (70%)

• 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.

• 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.

• 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.

• 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 (P&C) documents.

• Coordinate and track academic staff records, including contract renewals, licence validity, and document submissions.

• Assist with onboarding formalities for newly appointed academic staff.