Student jobs in Malaysia

The key purpose of this position is to assist the Student Services Manager in ensuring that the University’s Admissions, Enrolments and Timetabling are managed efficiently and effectively. The core responsibilities will include managing the issuance of Offer Letters, administering Enrolment activities, managing Timetabling, ensuring accurate statistics provision to internal and external parties and ensuring the provision of excellent Customer Services provided by all areas.

This position is to manage the entire production of the University’s timetables and forward planning of timetables in consultation with the Dean and Head of Departments. Embedded in this position is a high level of analysis, problem resolution, negotiation, communication, manipulation of data to achieve optimal timetabling outcomes, records management, interpretation and advice on policy and procedures.

This position is also accountable for the development and efficient implementation of innovative solutions to support the Student Services Department’s strategic plan.

Assist the Manager in formulating policies and procedures review across all student administration matters as requested by the Manager, Student Services.

Ensure the accuracy of student records in CS1, and business processes are continually evaluated and changes to procedures and workflow management practices are adopted where appropriate.

Implement strategies to regularly obtain feedback from customers on the performance of the area.

• Provide statistics as required internally and by the Ministry and other government bodies.
• Produce EFTSL report.
• Timely update of eIPTS (Quarterly).

• Responsible for the preparation and publishing of the University’s teaching timetable each semester.
• Liaise with the Faculty’s Administrative Officer (including Deans and Heads of Departments) concerning timetabling issues.
• Action on changes to the timetable as required, ensuring compliance with relevant policies and procedures.
• Take responsibility for modifying corrections to the timetable, ensuring that appropriate authorisation is obtained.
• Identify and rectify timetabling problems or clashes for students where appropriate.
• Liaise with Faculty’s Administrative officer to facilitate the timetabling changes needed due to student enrolments, e.g. extra tutorials.
• Maintain and keep an up-to-date list of room changes and class time for the Faculties, including auditable records of changes and associated approvals.
• Arrange and coordinate room bookings for teaching requirements.
• Development and implementation of timetabling policies and procedures.

• Provide advice on Admissions and Enrolments matters to internal and external clients in accordance with University policy, procedures and statutes.
• Ensure timely feedback to all clients.
• Coordinate the dissemination of necessary information to all students.
• Update students and staff on new information or processes to ensure compliance with the University policies and procedures on Admissions and Enrolments-related issues.
• Support the Admissions and Enrolments section during peak period to complete processing, providing advice and support to students and staff.
• Ensure accuracy in data processing and information dissemination in the areas.
• Ensure compliance in all aspects of the admissions process and assessment.
• Ensure up-to-date information is collected and disseminated to the relevant areas.

• Responsible to create Study Package and Study Package Availability, Study Package Structure and Study Plan Template in CS1.
• Responsible to process Duplicate Student ID Consolidation in CS1.
• Support CS1 access creation request.
• Manage eApplication changes and maintenance.

• Provide assistance to the Manager in planning and budgeting.
• Responsible for ensuring all areas meet all deadlines and achieve KPIs.
• Formulate effective procedures and workflows for the areas to ensure efficiencies of processes.
• Monitor section work plans/timeline to ensure deadlines are met.
• Provide support and assistance to reporting staff where necessary and work as part of the team.
• Promote effective time management and efficient delivery of services.
• Lead staff to determine priorities and ensure that workloads and deadlines are met.
• Represent the area as required in relation to matters relevant to the portfolio.
• Promote the image and professionalism of Student Services within the University and externally.

• Supervise the operations of SSC.
• Ensure timeliness of service delivery under SSC, i.e. Enquiries, Student letters, Student ID, Room bookings, Student events with SSD, PRF issuance, memo, stationery and sundry order, etc.
• Ensure the SSD website is maintained and up to date.
• Assist the Manager in ensuring SSD compliance when requesting printing materials.
• Assist the Manager in monitoring the printing, sundry and entertainment budget.

• Identify and develop proposals for major projects in consultation with the Manager.
• Identify and recommend changes to services or other activities undertaken by Student Services in order to better meet the needs of the University or perform functions more efficiently.
• Support graduation events and assist the manager in monitoring the graduation budget.
• Ensure effective management of approved projects by the Manager.
• Liaise with other universities within Malaysia and overseas, and other relevant institutions regarding current and future trends.
• Participate in committee and working parties (internal and external) on matters relevant to the portfolio or as required by the Manager.

To act as a back-up for the Manager as required, and particularly during periods of sickness and annual leave.

Any other duties as requested by the Manager within the parameters of the position.

To be successful in this role, you will have:

• A degree from a recognized institution.
• High level of administrative, organisational and time management skills with the ability to implement and monitor continuous improvement systems and processes.
• Demonstrated ability to be receptive to, and anticipate the needs of students, staff and other internal and external clients and demonstrate flexibility in dealing with people who have competing demands.
• Demonstrated ability to provide direction and support to a team.
• Demonstrated ability to complete a variety of activities to meet conflicting deadlines.
• Demonstrated organisational skills, including the ability to prioritise workload.
• Demonstrated ability to interpret and apply relevant policies and procedures.
• Accuracy and attention to detail.
• Self-motivated with a proactive and innovative approach to problem-solving.
• Demonstrated ability to relate effectively to clients and staff on matters of a sensitive and confidential nature.
• Demonstrated ability to work effectively with minimal supervision.
• Demonstrated ability to lead significant change and maintain staff engagement in the process.
• Demonstrated ability to produce written reports that are clear and accurate.
• Demonstrated ability to deal with customer enquiries in an efficient and positive manner.
• Previous experience in a tertiary education administration environment.
• Knowledge and understanding of academic processes and welfare issues involved in dealing with University students.
• Competency in the use of Student One and Syllabus Plus.

Your application will include the following questions:

• 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 Assistant Student Administration Manager?
• How much notice are you required to give your current employer?