Senior Executive / Assistant Manager, Human Resources (Operations)

City University Malaysia; Petaling Jaya; On-site; MYR 55,000 - 90,000; Full time

Job summary

City University Malaysia seeks a dedicated HR Operations Specialist to manage the full employee lifecycle from onboarding to offboarding. You will ensure MOHE compliance, maintain HR data integrity, and coordinate high-level academic appointments.

The role requires navigating MOHE mandates and audits while safeguarding personnel records. The successful candidate will handle contract documentation for senior roles, oversee visa processes for international staff, and drive timely performance

Qualifications

• 3+ years of progressive experience in HR Operations or Human Capital Administration
• Prior experience in a Malaysian Higher Education / University environment is mandatory
• High attention to detail
• Strong knowledge of MOHE faculty criteria
• Experience managing onboarding to offboarding and employee lifecycle processes

Responsibilities

• Manage, verify, and maintain all academic staff records for MOHE registration and course accreditation standards
• Serve as HR custodian for internal/external audits (MOHE, MQA, statutory bodies) with 100% compliance
• Stay updated on MOHE guidelines regarding qualifications, teaching permits, and staff ratios
• Draft and manage contract documentation for senior roles (Deans, Heads of Departments, Adjunct Professors, Board Members)
• Track contract lifecycles and renewal timelines for academic/international staff
• Execute seamless onboarding and offboarding, including visa requirements via EMGS for international staff
• Act as primary contact for HR policy guidance and regulatory constraints
• Coordinate annual performance appraisal cycle and summarize data for management
• Review staff scholarship applications and continuations per university policy
• Maintain real-time HRIS and secure digital archives

Skills

HR Operations

Attention to detail

Stakeholder communication

Tools

HRIS

Job description

The HR Operations Specialist manages the complete employee lifecycle from onboarding to offboarding at City University Malaysia. Operating within a highly regulated higher education landscape, this role owns HR data integrity, coordinates high-level academic and senior appointments, and ensures absolute compliance with the Ministry of Higher Education (MOHE) mandates, internal audits, and statutory requirements.

Key responsibilities

Manage, verify, and maintain all academic staff records required for MOHE registration, faculty staffing ratios, and course accreditation standards

Serve as the HR custodian for all internal and external audits (including MOHE, MQA, and statutory bodies), ensuring 100% compliance and flawless personnel file management

Keep abreast of updates to MOHE guidelines regarding academic qualifications, teaching permits, and required staff ratios, adjusting internal HR workflows accordingly

Draft, issue, and manage precise contract documentation for senior institutional and academic roles, including Deans, Heads of Departments (HODs), Adjunct Professors, and Board Members

Proactively track academic and International staff contract lifecycles, manage renewal timelines, facilitate management approvals, and coordinate the extension of academic teaching permits

Own the execution of seamless onboarding and offboarding processes, ensuring all regulatory clearances, visa requirements (for international staff via EMGS), and exit clearances are rigorously completed

Act as the primary point of contact for employee inquiries, providing clear guidance on institutional HR policies, employee handbooks, and regulatory constraints

Coordinate the institutional annual performance appraisal cycle, track submission deadlines, and compile/summarize performance data for management review

Review, verify, and process staff scholarship applications and continuing-bond renewals in alignment with university policies

Maintain a pristine, real-time Human Resource Information System (HRIS) and secure digital personnel archives

About you

3+ years of progressive experience in HR Operations or Human Capital Administration

Prior experience in a Malaysian Higher Education / University environment is mandatory

High attention to detail

Strong knowledge of MOHE faculty criteria

City University Malaysia is the gateway to a bright future for individuals who wish to acquire knowledge and unleash their potential to excel in the field of Science and Technology. We are making significant contributions to the development on our knowledge capital towards a sustainable future of the nation and the region. We are committed to be one of the leading centers of excellence in higher education and to be internationally recognized.

City University Malaysia is the gateway to a bright future for individuals who wish to acquire knowledge and unleash their potential to excel in the field of Science and Technology. We are making significant contributions to the development on our knowledge capital towards a sustainable future of the nation and the region. We are committed to be one of the leading centers of excellence in higher education and to be internationally recognized.