HR Assistant

City University Malaysia; Selangor; On-site; MYR 36,000 - 58,000; Full time

Job summary

City University Malaysia is seeking a diligent HR Administrator to support daily HR operations and staff administration. The role involves maintaining employee records, preparing HR documents, and ensuring processes align with university policies.

You will coordinate scholarship applications, assist with payroll data, and handle routine HR inquiries. The position requires strong organizational skills and attention to detail, with responsibilities spanning records management, reporting, and

Qualifications

• Experience supporting HR operations and handling employee records is desirable.
• Familiarity with HR processes and university policies is beneficial.

Responsibilities

• Provide day-to-day administrative support for HR activities and staff requests.
• Maintain and update accurate employee records, HR databases, and personnel files.
• Prepare HR documents, letters, forms, and correspondence as required.
• Assist in ensuring HR processes are carried out according to university policies and procedures.
• Respond to routine HR enquiries and refer complex matters to the HR Executive or HR Manager.
• Assist with general HR administrative tasks and ad-hoc assignments.
• Assist with the administration and processing of staff scholarship applications and renewals.
• Check supporting documents and assist in verifying application requirements.
• Maintain scholarship records and update the status of applications and disbursements.
• Coordinate with relevant departments to obtain required documents and information.
• Assist in preparing scholarship-related reports and correspondence.
• Assist in preparing and consolidating regular HR reports.
• Support the preparation of payroll-related information and reports.
• Ensure HR and payroll data is accurate and properly maintained.
• Assist in responding to HR/payroll-related queries and provide supporting documents when required.
• Assist with data entry, data checking, and basic HR data analysis.
• Support internal and external audit requests by providing relevant HR documentation.
• Prepare and issue Letters of Appointment and other HR-related letters based on approved templates.
• Assist in preparing appointment documentation for academic and administrative positions, including: Dean / Deputy Dean / Head of Department (HOD) / Head of Programme (HOP); Board of Governors (BOG) / Adjunct Professors; External Examiners / External Assessors / Industry Advisors; Internship positions.
• Maintain proper records of appointment letters and related documentation.
• Follow up with relevant departments to ensure documents are completed and returned on time.
• Assist in monitoring academic staff contract expiry dates.
• Prepare and send contract renewal reminders to staff and relevant departments.
• Collect and check required documents for contract renewal.
• Update contract records and status in the HR system.
• Follow up on pending approvals and documentation.
• Assist the HR Executive in completing the contract renewal process.
• Assist in coordinating the annual performance appraisal exercise.
• Prepare appraisal forms, guidelines, and supporting documents.
• Follow up with HODs, Deans, and staff on appraisal submissions and deadlines.
• Maintain records of completed appraisal documents.
• Assist in compiling appraisal results and preparing summary reports for management review.
• Provide administrative support during the appraisal cycle.
• Assist in maintaining staff insurance and enrollment records.
• Process and follow up on staff insurance and panel clinic claims.
• Assist staff with general enquiries relating to insurance coverage and claims procedures.
• Coordinate with insurance providers, panel clinics, and relevant internal departments.
• Maintain proper records of insurance claims and related correspondence.
• Provide administrative and coordination support to the HR team.
• Assist with HR events, staff activities, onboarding, and other employee-related programmes.
• Prepare meeting documents, reports, and presentations when required.
• Perform other HR-related duties and ad-hoc assignments assigned by the supervisor.

Job description

Job Summary

Supports daily HR operations by handling employee records, documentation, reporting, staff administration, and other HR-related activities.

Key Responsibilities

1. HR Operations & Administration

• Provide day-to-day administrative support for HR activities and staff requests.
• Maintain and update accurate employee records, HR databases, and personnel files.
• Prepare HR documents, letters, forms, and correspondence as required.
• Assist in ensuring HR processes are carried out according to university policies and procedures.
• Respond to routine HR enquiries and refer complex matters to the HR Executive or HR Manager.
• Assist with general HR administrative tasks and ad-hoc assignments.
• Assist with the administration and processing of staff scholarship applications and renewals.
• Check supporting documents and assist in verifying application requirements.
• Maintain scholarship records and update the status of applications and disbursements.
• Coordinate with relevant departments to obtain required documents and information.
• Assist in preparing scholarship-related reports and correspondence.

3. HR Reporting & Data Support

• Assist in preparing and consolidating regular HR reports.
• Support the preparation of payroll-related information and reports.
• Ensure HR and payroll data is accurate and properly maintained.
• Assist in responding to HR/payroll-related queries and provide supporting documents when required.
• Assist with data entry, data checking, and basic HR data analysis.
• Support internal and external audit requests by providing relevant HR documentation.

4. Letters of Appointment (LOA) & Staff Documentation

• Prepare and issue Letters of Appointment and other HR-related letters based on approved templates.
• Assist in preparing appointment documentation for academic and administrative positions, including:
• Dean / Deputy Dean / Head of Department (HOD) / Head of Programme (HOP)
• Board of Governors (BOG) / Adjunct Professors
• External Examiners / External Assessors / Industry Advisors
• Internship positions
• Maintain proper records of appointment letters and related documentation.
• Follow up with relevant departments to ensure documents are completed and returned on time.

5. Contract Renewal Support

• Assist in monitoring academic staff contract expiry dates.
• Prepare and send contract renewal reminders to staff and relevant departments.
• Collect and check required documents for contract renewal.
• Update contract records and status in the HR system.
• Follow up on pending approvals and documentation.
• Assist the HR Executive in completing the contract renewal process.
• Assist in coordinating the annual performance appraisal exercise.
• Prepare appraisal forms, guidelines, and supporting documents.
• Follow up with HODs, Deans, and staff on appraisal submissions and deadlines.
• Maintain records of completed appraisal documents.
• Assist in compiling appraisal results and preparing summary reports for management review.
• Provide administrative support during the appraisal cycle.

7. Insurance & Panel Claim Administration

• Assist in maintaining staff insurance and enrollment records.
• Process and follow up on staff insurance and panel clinic claims.
• Assist staff with general enquiries relating to insurance coverage and claims procedures.
• Coordinate with insurance providers, panel clinics, and relevant internal departments.
• Maintain proper records of insurance claims and related correspondence.

8. General HR Support

• Provide administrative and coordination support to the HR team.
• Assist with HR events, staff activities, onboarding, and other employee-related programmes.
• Prepare meeting documents, reports, and presentations when required.
• Perform other HR-related duties and ad-hoc assignments assigned by the supervisor.