Administrative Executive, Academic Administration

Asia Pacific University of Technology & Innovation (APU); Kuala Lumpur; On-site; MYR 33,000 - 60,000; Full time

Job summary

Asia Pacific University of Technology & Innovation (APU) is seeking an Administrative Executive to support student administration and daily operations. The role focuses on visa renewal, Dependant Pass applications and documentation verification to ensure timely, compliant submissions.

You will also manage coursework processing, set up online courses for referrals and resits, coordinate assessments with lecturers, and assist with exams, graduation, and student lifecycle activities.

Qualifications

• Diploma/Bachelor’s Degree in Business Administration, Management, Education Management, International Relations or a related field.
• Strong organisational, administrative and communication skills with attention to detail in managing applications, documentation and timelines.

Responsibilities

• Manage international student visa renewal and Dependant Pass applications in accordance with Immigration and EMGS requirements.
• Assess student eligibility and verify supporting documents (academic progress, attendance, financial documents).
• Prepare and submit online applications through EMGS and monitor progress with follow-ups.
• Advise international students and dependants on visa procedures, timelines and compliance issues.
• Provide frontline support to international students and dependants, addressing visa-related enquiries.
• Process and update student coursework and exam grades in the system within set timelines.
• Set up online learning platform courses for referral and resit students, coordinate resit dates with lecturers.
• Manage moderation and results preparation for undergraduate partner centres.
• Support exam invigilation, graduation ceremonies and ad-hoc tasks.
• Manage student life cycle from registration to graduation, including class setups and enrollment changes.
• Arrange student briefings on progression and electives; prepare results reports for enrolment and external boards.
• Respond to student enquiries in person, by email, Teams and other platforms.

Skills

Organisational skills

Administrative skills

Communication skills

Customer-focused

Multitasking

Education

Diploma/Bachelor’s Degree in Business Administration/Management/Education Management/International Relations

Tools

Microsoft Office

Online platforms & administrative systems

Job description

Administrative Executive, Academic Administration

We are seeking a detail-oriented and organised Administrative Executive to support student administration and daily operations. The role involves data processing, documentation, system updates, coordination and responding to student enquiries. The ideal candidate should be organised, meticulous, customer-focused and able to manage multiple tasks effectively in a fast-paced environment.

Manage and process international student visa renewal and Dependant Pass applications in accordance with Immigration and EMGS requirements, ensuring accuracy and timely submission.

Assess student eligibility and verify supporting documents, including academic progress, attendance, financial documents and other applicable requirements.

Prepare and submit online applications through EMGS and designated systems and monitor progress by following up on pending documents, corrections, endorsements, payments and other outstanding matters.

Advise international students and their dependants on visa and Dependant Pass procedures, requirements and timelines, identifying potential compliance issues and escalating complex cases where necessary.

Provide frontline and counter support to international students and their dependants, addressing visa-related enquiries and ensuring efficient service throughout the renewal process.

Position 2: Assessment

Process and update student coursework and exam grades in the system within set timelines and prepare results reports and module documentation.

Set up online learning platform courses for referral and resit students, coordinate resit dates and assessment details with lecturers.

Key in referral marks accurately, prepare results for moderation process and external examination boards.

Manage the moderation process for undergraduate partner centres, including compiling results for internal and external moderation.

Support the wider academic administration team with exam invigilation, graduation ceremonies and other ad-hoc tasks assigned by management.

Manage and monitor the student life cycle from registration to graduation, including maintaining student status (active, deferred or withdrawn).

Set up courses, intakes and classes, upload students to class setups and manage elective and tutorial group changes.

Arrange student briefings on progression, end of level and electives and prepare results reports for enrollment and external examination boards.

Respond to student enquiries in person, by email, Teams and other platforms in a timely and accurate manner and advise on academic progress and study plans.

Prepare student statistics and audit files for government bodies, sponsors and quality agencies, print and record certificates and transcripts, and support exam invigilation, graduation and ad-hoc tasks.

Requirements:

Diploma/Bachelor’s Degree in Business Administration, Management, Education Management, International Relations or a related field.

Strong organisational, administrative and communication skills, with attention to detail in managing applications, documentation and timelines.

Proficient in Microsoft Office (Word, Excel) and comfortable using online platforms and administrative systems.

Able to work independently and collaboratively, manage multiple tasks effectively and meet deadlines.

Fresh graduates and experienced candidates are welcome to apply.

We thank you for your application. Please note that only shortlisted candidates will be notified.