Executive / Senior Executive - Academic Affairs Office

Xiamen University Malaysia; Malaysia; On-site; MYR 60,000 - 90,000; Full time

Job summary

A leading educational institution in Malaysia is seeking an Executive/Senior Executive for the Academic Affairs Office. The role involves coordinating course arrangements, supporting examination processes, and monitoring student academic progress. The ideal candidate holds a Bachelor’s degree and possesses strong organizational and communication skills. Experience in academic administration is an advantage. This full-time position offers the opportunity to contribute to the academic success and operational efficiency of the university.

Qualifications

• Experience in academic administration or quality assurance in higher education is an advantage.
• Good understanding of the Malaysian Qualifications Framework (MQF) and MQA accreditation processes.
• Able to work independently and collaboratively with different stakeholders.
• Strong organisational, coordination, and communication skills.
• Good time management, able to prioritise tasks and meet timelines.
• Able to work independently and collaboratively with different stakeholders.
• Proficient in Microsoft Office with strong attention to detail.

Responsibilities

• Prepare and update study plans and course offering plans according to approved programme structures.
• Assist the Examination Unit in coordinating examination schedules, credit transfer, and invigilation.
• Monitor student attendance and assist students in resolving academic issues.
• Work closely with the Head of Department to support academic administrative matters.
• Maintain and update academic programme documentation for regulatory compliance.
• Quality assurance: maintain documents for regulatory compliance and accreditation.

Skills

Organisational skills

Coordination skills

Communication skills

Time management skills

Attention to detail

Education

Bachelor’s degree in a relevant field

Tools

Microsoft Office

Job description

Executive / Senior Executive - Academic Affairs Office

Academic Affairs Office

Full-time

Role and Key Responsibilities

1. Course and Timetable Arrangements

Prepare and update study plans and course offering plans according to approved programme structures.

Coordinate with Faculties/Schools to ensure teaching arrangements meet academic requirements.

2. Examination Support

Assist the Examination Unit in coordinating examination schedules, appeal cases, credit transfer, and invigilation.

Communicate and follow up with Faculties/Schools and students on examination-related matters.

3. Student Academic Progress and Records

Monitor student attendance and semester credit loads.

Assist students in resolving academic issues, including failed courses and special study plans.

Verify graduation eligibility and remind graduating students of outstanding academic matters.

4. Administrative Support

Work closely with the Head of Department / Head of Programme to support academic administrative matters.

Provide clear and timely responses to enquiries from academic staff and students.

Maintain accurate and up-to-date academic records and documentation.

Collaborate with internal departments to support smooth academic operations.

5. Quality Assurance Support

Maintain and update academic programme documentation required for regulatory compliance and accreditation.

Provide guidance to Faculties/Schools on compliance with the Malaysian Qualifications Framework (MQF), Programme Standards, Guidelines to Good Practice, Advisory Notes, and internal academic policies.

Assist in preparing documents or data required for reviews, audits, or accreditation-related follow-up, in coordination with the Quality Assurance section.

6. Other Duties

Perform any other tasks assigned to support the effective functioning of the Academic Affairs Office and university academic operations.

Requirements / Qualifications

Bachelor’s degree in a relevant field.

Experience in academic administration or quality assurance in higher education is an advantage.

Good understanding of the Malaysian Qualifications Framework (MQF), MQA accreditation processes, and MoHE requirements.

Strong organisational, coordination, and communication skills.

Good time management skills, able to prioritise tasks and meet timelines.

Able to work independently and collaboratively with different stakeholders.

Proficient in Microsoft Office with strong attention to detail.

Interested candidates are encouraged to email their CV, along with copies of academic transcripts and supporting documents, to [e-mail] .

We thank all applicants for their expressed interest. However,ONLY shortlisted applicantswill be notified.