Lead Administrator, Deanery

International Medical University; Kuala Lumpur; On-site; MYR 67,000 - 100,000; Full time

Job summary

International Medical University in Kuala Lumpur seeks an administrative professional to support the Dean of the School and the academic leadership. The role involves meticulous document handling, calendar management, and confidential support across multiple portfolios.

You will oversee budget drafting and monitoring, contribute to accreditation materials, prepare reports for committees, and coordinate events and meetings with faculty and external partners.

Qualifications

• Excellent command of English, both written and oral.
• Proficient in Microsoft Word and Outlook; intermediate Excel/PowerPoint.
• Knowledge of student management systems is advantageous.
• Excellent interpersonal and communication skills.
• Strong organizational and time management abilities.
• Self-motivated and able to work with minimal supervision.
• Demonstrated good decision-making in day-to-day operations.

Responsibilities

• Manage all administrative support functions efficiently and confidentially within the School.
• Provide secretarial support to the Dean of School.
• Collaborate with the team and Head of Deanery to streamline processes and improve efficiency.
• Standardize and fine-tune processes, maintain updated data, and ensure effective operation of schools within the portfolio.
• Prepare accreditation documents for the school's programmes and support governance reporting.
• Coordinate calendar, meetings, documents, approvals, and KPI/report preparation for the Dean and Associate Deans.
• Support external teaching coordination, budget oversight, and annual budget submissions.
• Compile reports for meetings (CAC, Academic Council, Board of Governors, Senate) and coordinate MOUs.

Skills

English proficiency

MS Word

Outlook

Student management system

Interpersonal skills

Organizational skills

Time management

Self-motivation

Decision making

Tools

Excel

PowerPoint

Job description

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• To manage all administrative support functions efficiently and confidentially within the School.
• Provide secretarial support to Dean of School.
• Collaborate with the team and Head of Deanery to streamline administrative processes and improve overall efficiency.
• Collaborate with the Head of Deanery to standardize and fine-tune processes, maintain updated data, and ensure the effective operation of schools within the portfolio.

Principle Accountabilities:

Managerial Role of the Assistant Manager

• Serve as the primary person responsible for maintaining the documentation of curriculum revisions within the supported programs, ensuring the accurate and comprehensive recording of all data and documents.
• Take charge of budget management, including drafting program budgets and monitoring expenses to maintain alignment with the approved budget.
• Play a key role in refining SOPs within the Deanery, particularly those related to programmes and the school, to enhance operational efficiency and reduce faculty workload, in alignment with the institution's objectives.
• Be instrumental in monitoring and ensuring standardized operations within her portfolio, optimizing processes for improved efficiency and effectiveness.
• Collaborate closely with the Programme Director and Dean to prepare accreditation documents for the school's programmes, demonstrating a commitment to maintaining and enhancing educational quality and standards.

Secretarial Function to the Dean of School

• Calendar and Meeting Management: Responsible for organizing the Dean's schedule, meetings, and appointments.
• Document Approval: Ensuring the timely processing and approval of documents requiring the Dean's authorization.
• Document Review: Conducting a thorough review of letters and documents that necessitate the Dean's approval.
• Ad Hoc Tasks: Assisting the Dean with any additional tasks as assigned.
• KPI Compilation and Report Preparation: Compiling Key Performance Indicators (KPIs), reports, and data as needed by the Dean.

Secretarial Support for Associate Deans

• Meeting and Appointment Management: Efficiently coordinate meetings and appointments for the Associate Deans.
• Data Compilation Assistance: Provide support in gathering and organizing necessary data.
• Report Compilation and Formatting Aid: Assist in compiling and formatting reports as required by the Associate Deans.

Administrative Function to the School

• Academic Reporting: Responsible for compiling, formatting, and submitting various academic reports, including those for the Board of Governors (BOG), Senate, Vice-Chancellor (VC), and MPU status updates.
• Accreditation, SETARA, Audit Visits: Prepare, print, and submit documentation required for accreditation, SETARA assessments, and audit visits.
• Event Coordination and Reporting: Coordinate and report on events at both the university and school levels, including but not limited to PEAC (Programme Evaluation and Assessment Committee) meetings, Academic Council gatherings, Prize Presentation Ceremonies, Convocations, and other relevant events. Prepare and distribute meeting minutes as needed.
• MOU Renewals and Signing: Handle the coordination and signing process for Memoranda of Understanding (MOU) renewals and new MOU signings.
• Report Compilation: Compile, format, and submit various reports, including those related to the Academic Quality Committee (AQC) and School Monitoring, to ensure compliance and accountability.

Administrative Function to the Programme

• External Teaching Support: Coordinate External Examiners, Visiting Lecturers, Guest Lecturers, Preceptors, and Adjunct Lecturers, including letter preparation, visit schedules, and claims submission.
• Academic Appointments: Manage academic appointments for roles such as Programme Director, Semester Coordinator, Clinical Coordinator, Module Coordinator, Deans Vetting Committee, and Student Progress Committee. Prepare appointment letters, update SharePoint, and distribute relevant documents to faculty members.
• Budget and Claims Oversight: Monitor budget allocations and claims, ensuring accurate and timely submission of monthly claims.
• MOH Payments: Facilitate Ministry of Health (MOH) payments, including preparing student lists, generating MOH letters, requesting cheques, and submitting documents for KKM (Kementerian Kesihatan Malaysia) approval.
• Yearly Budget Submission: Prepare, compile, justify, and submit yearly budgets for all programmes through the budget system.
• Conference Budget Management: Compile and review conference forms to ensure compliance with the budget, obtain Dean's approval, and submit to the HR department.
• Purchasing (FITS): Handle the entire purchasing process, including the submission of quotations and procurement activities.
• Curriculum Revision Records and Documentation: Update curriculum revision records, maintain filing systems, and monitor all documentation related to the management of the programmes.

Secretarial Support for Meetings

CAC Meetings:

• Compile CAC papers and format documents.
• Prepare the meeting agenda.
• Invite CAC members and student representatives.
• Follow up with relevant letters and submissions to the Faculty Board and Senate.
• School Meetings, School Management Meetings, Programme Meetings, Working Group Meetings, and Other Academic Meetings:
• Prepare meeting agendas.
• Compile meeting papers and appendices.
• Send invitations to meeting members.
• Maintain a follow-up list for action items or tasks resulting from the meetings.

Support to Student Related Matters

Student-Related Letters:

• Prepare letters for various purposes, including clinical and practical attachments, warnings, barring, show-cause notices, plagiarism, disciplinary actions, recommendations, attendance-related issues, visa applications, and renewals.
• Manage the entire process, including follow-ups, generating reports, and sending emails.

Claims Management:

• Compile student claims.
• Obtain necessary approvals.
• Submit claims through system to Finance for approval.
• Repeat, Deferment, Re-Enrolment, and Withdrawal Process:
• Facilitate approvals for actions like repeat courses, deferments, re-enrolments, and withdrawals.
• Prepare and send letters and emails to students.
• Update information in all relevant departments.
• Online Attendance and Student Leave:
• Create attendance templates with session details.
• Monitor and calculate attendance percentages.
• Prepare attendance-related letters.
• Send emails and follow up with faculties on attendance issues.
• Maintain an eligibility list.
• Mentor-Mentee (Advisor-Advisee Module in SLIM):
• Assign mentees to mentors.
• Coordinate the first mentor-mentee meetings.
• Prepare mentor-mentee presentation slides.
• Handle reallocation of mentors in the system.
• Generate mentor-mentee reports.

Perform any additional tasks or responsibilities befitting the position's grade, as directed by the Head of Deanery, Dean of School and Registrar.

• Excellent command of the English language, both written and oral.
• Proficient in using Microsoft Word and Outlook, with intermediate skills in Excel and PowerPoint. Knowledge of a student management system would be an added advantage.
• Excellent interpersonal and communication skills, including the ability to interact effectively with various stakeholders.
• Strong organization and time management skills, with the capacity to prioritize tasks when facing multiple demands.
• Self-motivated and capable of working proactively and accurately with minimal supervision.
• Demonstrated good decision-making ability in handling day-to-day operational matters.