Executive, Admission and Records

CYBERJAYA COLLEGE KUCHING; Kuching; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading educational institution in Malaysia is seeking an Admissions and Records Executive. The candidate will manage student enquiries, process applications, and coordinate the registration of students. Key responsibilities include ensuring timely submissions to PTPTN and maintaining organized student records. Ideal candidates will demonstrate strong organizational skills and a commitment to supporting student admissions. This role offers a chance to work within a prestigious environment, contributing to the success of prospective students.

Responsibilities

• Respond to enquiries from prospective students and their advisers.
• Check qualifications to process applications for undergraduate programmes.
• Coordinate with Faculties on programme admission processes.
• Use the Online Application system to manage admissions.
• Ensure timely submission of student status to PTPTN.

Job description

Responsibilities

• Respond to telephone and email enquiries from prospective students, their parents and advisers independently and in a timely and professional manner.
• Check qualifications, validity of decisions and authenticity of results to process incoming applications for all undergraduate programmes.
• Coordinate with Faculties and Departments on programme admission process by applying agreed criteria to make admissions decisions consistently and fairly.
• Use the Online Application system to setup programme and intake details to capture admission decision and generate offer letter accurately.

PTPTN Tasks

• Ensure timely submission and accurate verification of student status to PTPTN to support prompt loan disbursement.
• Monitor and ensure that all direct debit transactions via CIMB gateway are scheduled in a timely manner.
• Promptly notify CIMB whenever direct debit transactions are not scheduled or encounter issues, enabling swift resolution to prevent delays in fund transfers.
• Assist new students with their PTPTN applications, including guidance on the application and the registration of MyPTPTN and MyDigital accounts for new applications.
• Coordinate and liaise with PTPTN and CIMB representatives to facilitate and expedite the processing of new PTPTN applications.
• Ensure timely notifications to PTPTN regarding programme renewals and the registration of new programmes.

Interview & Selection

• Arrange and organise interview sessions, including arranging appropriate panel and obtaining interview report from the panel for selected programmes in accordance with given schedule and guidelines.
• Perform first level verification of the prepared application data for any non‑conformity with programmes’ minimum entry requirement in accordance with established selection procedures.
• Provide secretariat services for Sub‑Senate committee on student selection including applicants’ data preparation and distribution, dissemination of meeting decisions and updating the online status for qualified applicants.

Admission and Registration

• Plan and coordinate with the appointed working committee to organise the registration activities to ensure the registration process is in accordance with procedures.
• Prepare layout plan for registration venue (as informed by venue management coordinator) and submit to the Facility Department to prepare venue for registration day.
• Monitor the preparation of required documents to be used for registration and ensure sufficient copies were prepared.

Records Management

• Gather all application data and compile it in a standard and appropriate template for further process.
• Create students’ personal file after registration for future monitoring and updating of students’ status.
• Prepare and report statistics on application and registration to keep management informed of the applicant status.

Administrative Duties

• Prepare supporting letter and memo for dissemination to the relevant department pertaining to the admission matters.
• Prepare all the documentation pertaining admission and records for monitoring visit by Ministry of Education and Malaysian Qualifications Agency.
• Update and maintain student’s personal files in a tidy and organised way and kept at the filing room.
• To carry out any other duties assigned by the Manager or Head of Department as required.

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Your application will include the following questions:

• Which of the following statements best describes your right to work in Malaysia?
• What's your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as an Admissions and Records Executive?

About the University

The University of Cyberjaya, located in Malaysia’s first smart city, is a leading institution ranked among the top 1% in Southeast Asia (QS Rankings) and Top 601+ globally in the Times Higher Education Impact Rankings.

Established in 2005 with strengths in medicine and pharmacy, it now offers 50+ programmes across diverse fields to over 10,000 students. Guided by Chancellor Tan Sri Dato’ Seri Dr. Noor Hisham Abdullah and Vice Chancellor Prof. Dr. David Whitford, the University’s 300+ experts drive research, innovation, and global impact.