Assistant Manager – Graduate Office

UNITALENT EMPLOYMENT AGENCY; Kuching; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading educational institution is seeking an Assistant Manager for Higher Degree Research (HDR) administration in Kuching. This role involves overseeing HDR programs, ensuring compliance with accreditation standards, and providing operational support to students and supervisors. The ideal candidate will have a strong academic background, proven leadership in a similar role, and high-level communication skills.

Qualifications

• Minimum 3-5 years of relevant work experience.
• Experience in university administration or managing HDR programs.
• Proven ability to manage budgets and financial operations.

Responsibilities

• Oversee HDR candidature processes: admissions, enrolments, thesis submissions.
• Manage communications and processes for HDR students and supervisors.
• Provide leadership to HDR administrative staff.

Skills

Analytical skills

Interpersonal skills

Leadership

Communication

Education

Bachelor's degree in Business Administration

Master’s degree in a management-related field

Tools

MS Office

Management information systems

Job description

6) Compliance and Accreditation

• Ensure compliance with HDR policies and accreditation standards, including MyRA, MQA, and SETARA.
• Collaborate with relevant academic and administrative staff to ensure adherence to University accreditation processes and to prepare for external audits.
• Maintain accurate records and data for HDR reporting and audits, contributing to the University's strategic positioning in external ranking systems.

5) Stakeholder Engagement and Communication

1. Download the Key Selection Form below and complete it

• A Bachelor's degree in Business Administration, Management or other related discipline from a recognised institution.
• A Master’s degree holder in a management-related field can be considered.
• At least 3 – 5 years of relevant work experience in university administration, specifically managing HDR programs or postgraduate studies with minimum of one (1) year of supervisory experience.
• Demonstrated ability to coordinate a range of key administration functions, systems and processes, including the ability to prioritise and follow through on a diverse range of competing functions and tasks to meet deadlines within a rapidly changing environment.
• High-level interpersonal skills with the ability to communicate with people at all levels and vary communication style accordingly demonstrated through an ability to motivate, persuade, and negotiate with multiple stakeholders.
• Highly developed oral and writing skills (in English) demonstrated through experience presenting complex information and producing periodic management reports.
• High-level analytical and problem-solving skills and the ability to develop and implement innovative solutions.
• Proven familiarity and competence with MS Office professional software applications and other management information systems to produce and analyse data and prepare management reports.
• Demonstrated track record of successfully managing professional accreditation exercises or similar due diligence activities.

Location

Type

Full Time

Kuching, Sarawak

KEY RESPONSIBILITIES

4) Financial and Resource Management

JOB SUMMARY

• Oversee and manage all HDR candidature-related processes, including admissions, enrolment, thesis submissions, and examinations.
• Ensure timely and accurate HDR academic milestone tracking, thesis submissions, progress reviews, and graduation processing.
• Provide advice and support to HDR students and supervisors on program requirements, milestones, and University regulations.
• Manage and update databases and systems (such as RMON) related to HDR administration to ensure compliance with MyRA and other accreditation standards.

2) HDR Program Administration

• Liaise with internal academic units, external partners, and government authorities to promote HDR programs and ensure efficient operational support.
• Manage communications between students, supervisors, and University units, ensuring HDR policies and processes are communicated and followed.
• Organise and support HDR-related events such as workshops, training sessions, and other development opportunities for candidates and staff members.

1) Leadership and Supervision

JOB REQUIREMENTS

• Oversee the financial management of HDR-related budgets, including internal scholarships, student fee waivers, conference claims, PGRS budget administration and other financial support for HDR students (i.e. Stipend and Tracking and updating).
• Liaise with the Finance and Business Analysis units to ensure timely invoicing, fee processing, and budget monitoring related to HDR operations.
• Liaise with HR in regards to HDR stipend which is done on a monthly basis.
• Provide financial reports and oversee the allocation of resources for HDR students and program needs.

2. Please prepare the following documents before proceeding to number 3

• Resume/CV
• All academic certificate and transcript (SPM/STPM/Diploma/Degree/Master/PHD/Professional Certificate)
• Completed Key Selection Criteria Form

3. Click APPLY HERE to complete the application form below:

3) Policy, Planning, and Strategic Alignment

Education

• This position will lead the administrative executives and officers at the unit level and report to the Associate Director and Director of the School of Research.
• The Assistant Manager of the Graduate Office - Higher Degree Research (HDR) will provide strategic, operational leadership and management support to ensure the efficient operation of the HDR programs.
• The role involves overseeing all HDR-related processes, managing academic progression and admission, and providing operational support to HDR candidates and supervisors. The position will ensure the University policy compliance while enhancing student services and operational workflows within the Graduate Office.
• The Assistant Manager will work closely with the Deans, Associate Deans, Centre Directors, Heads of Schools, and Discipline Leaders to ensure alignment with the University's strategic initiatives in research and innovation, particularly in business development, IP management, and commercialisation.
• In undertaking these responsibilities, the position is expected to exhibit a highly professional approach in working closely and collaboratively with management and staff members at the Sarawak and Melbourne campuses and with parties (private and government) external to the University
• Contribute to developing, implementing, and interpreting HDR-related policies, ensuring alignment with University strategic goals.
• Collaborate with the academic leaders to assess operational requirements and implement process improvements for HDR administration.
• Ensure the effective planning and utilisation of human and physical resources within the Graduate Office, including IT resources and other support services.
• Provide leadership to HDR administrative executives and officers, ensuring the smooth execution of HDR processes, including candidature admission, academic progression, and examinations. HDR Management includes stipend, management, visa processes, HDR Registration (TP1/TP2) and any other HDR-related administrative tasks.
• Support professional development and performance evaluations of administrative staff.
• Collaborate with internal University units and external stakeholders to deliver efficient HDR services, adhering to University policies and regulatory standards.