Administrative Staff Recruitment

Xiamen University Malaysia; Sepang; On-site; MYR 30,000 - 60,000; Full time

Job summary

An established international branch campus is seeking motivated and qualified individuals to join as Administrative Staff. This role involves supporting various administrative functions, including processing applications, managing student records, and assisting with academic affairs. Ideal candidates will possess strong interpersonal skills, a positive attitude, and proficiency in MS Office. If you are a committed team player looking to contribute to a vibrant educational environment, this opportunity is perfect for you. Join a dynamic team dedicated to fostering academic excellence and cultural diversity in a fast-paced setting.

Qualifications

• Fresh graduates with Bachelor's or Master's qualifications preferred.
• 3+ years experience required for Diploma/SPM holders in relevant fields.

Responsibilities

• Process applications and evaluate admission credentials of applicants.
• Assist in visa applications for students from China and maintain data.

Skills

Interpersonal Skills

MS Office (Word, Excel, PowerPoint)

Communication Skills

Teamwork

Problem-Solving

Education

Bachelor's Degree

Master's Degree

Diploma

Tools

MS Office

Job description

Xiamen University (XMU), established in 1921 by renowned patriotic overseas Chinese leader Mr. Tan Kah Kee, is the first university founded by an overseas Chinese in the history of modern Chinese education. As one of China’s leading research universities, XMU ranks 198th in Best Global Universities according to 2024-2025 Best Global Universities Rankings published by US News and World Report.

Xiamen University Malaysia (XMUM, Registration No. DULN009(B)) is an internationalized branch campus set up by Xiamen University. Being the first Chinese university branch campus in Malaysia, XMUM aspires to become a university with a distinct global outlook, featuring first-class teaching and research, and embracing cultural diversity. The university aims to nurture young talents with dignity and wisdom, turning them into fine citizens of the region who will contribute to the prosperity of the people and social progress of Malaysia, China and Southeast Asia.

Xiamen University Malaysia (XMUM) is now seeking highly motivated, committed and qualified individuals to join our diverse and dynamic university for the position of Administrative Staff.

ESSENTIAL REQUIREMENTS:

1. Fresh graduates with Master's or Bachelor qualifications are preferred;
2. Applicants with Diploma/ SPM qualifications are required to have at least THREE (3) years of related working experience in the relevant SCHOOL / CENTRE / OFFICE;
3. Committed team player with excellent interpersonal skills, able to work independently in a fast-paced environment;
4. Meticulous, positive attitude, hardworking and able to deliver assignments within a given timeline;
5. Required skills: MS Office (Word, Excel, PowerPoint);
6. Good command of written and verbal English, Bahasa Malaysia and/or Mandarin;
7. Applicant must be willing to work in Jalan Sunsuria, Bandar Sunsuria, 43900 Sepang, Selangor Darul Ehsan, Malaysia.

ADMINISTRATIVE STAFF POSITIONS AVAILABLE:

1. ADMISSION OFFICE - EXECUTIVE / SENIOR EXECUTIVE

   ROLE AND KEY RESPONSIBILITIES:

   1. Process applications, evaluate the admission credentials of applicants, determine the admission eligibility of these applicants.
   2. Issue offer letter packages to students.
   3. Key in the data of students and import the data into the system.
   4. Respond to inquiries of admissions and general inquiries from potential applicants, providing detailed responses to their inquiries about academic programmes, application process, fees & scholarships, campus environment & facilities etc.
   5. Maintain, compile and logically format the data of applicants.
   6. Prepare and organize students’ files according to the requirement of Malaysian Ministry of Education.
   7. Monitor, analyze and report on the applications to the university.
   8. Contribute information, feedback, and recommendations for policy making and strategy development.
   9. Assist in the visa application for students coming from China.
   10. Process the application for programme transfer, withdrawal from the University and EPF withdrawal.
   11. Undertake other duties given by the Management.

   REQUIREMENTS:

   1. Candidate must possess a Bachelor’s Degree.
   2. Possess a good command of English, Chinese (both spoken and written), Bahasa Malay.
   3. Previous working experience in the relevant field is an added advantage.
   4. Knowledge of skills in using Computer software e.g. MS application.
   5. Has a strong sense of responsibility.
   6. Able to work with minimal supervision and to keep to deadlines.
   7. Meticulous, courteous, calm, focused and pro-active.
   8. Strong interpersonal and communication skills with the ability to communicate comfortably with students and parents in a friendly and professional manner.
   9. Effective and flexible team player.
2. ACADEMIC AFFAIRS OFFICE - EXECUTIVE / SENIOR EXECUTIVE

   ROLE AND KEY RESPONSIBILITIES:

   1. Course arrangements such as set study plan and offer plan according to MQA approved programme structure.
   2. Examination arrangements such as assisting the Examination Centre in the coordination of examination schedule, appeal case, credit transfer and invigilation.
   3. Student arrangements such as checking student attendance, checking the credits required for students each semester, helping students who fail the course or with special circumstances to set personal study plans, checking the graduation of senior students and reminding them of the academic issues that need to be resolved before graduation.
   4. Daily administrative support such as cooperating with the Head or Programme Coordinator on administrative work, providing sound responses to enquiries from lecturers and students, maintaining academic files as required and cooperating with other departments.
   5. Performs other duties as assigned.

   REQUIREMENTS:

   1. Fresh graduates with Bachelor’s Degrees.
   2. Candidates with a Master’s Degree (and above) are preferred.
   3. Candidates with working experience in the Academic Related Departments of University Level are encouraged to apply.
   4. Committed team player with excellent interpersonal skills, able to work independently in a fast-paced environment.
   5. Meticulous, positive attitude, hardworking and able to deliver assignments within a given timeline.
   6. Required skills: MS Office (Word, Excel, PowerPoint).