The School Administration office is responsible for the effective and efficient management of operations of schools at HWUM. This office provides frontline professional services to a wide range of customers, which include students, staff, parents and sponsors, in the day-to-day delivery of programmes and courses. The Administrative Executive, Academic Administration will contribute to the goals of the Academic Administration section by providing effective day-to-day administrative support and disseminating prompt and accurate information to its customers. This position reports to the Manager, Academic Administration. Key Duties and Responsibilities 1) Receive requests and provide accurate and clear information in a professional manner in all interactions, which include greeting customers as they arrive at the School Administration counter. Attend to queries and respond appropriately to dissatisfied customers. 2) Communicate in person or by telephone/email with customers in a professional and tactful manner. Respond to queries, requests and emerging issues accurately and in a timely and constructive manner. 3) Provide advice and support to the day-to-day operational matters, by referring to AHOS and Line Manager when providing and solving straightforward problems which have clear consequences. 4) Provide administrative support service for effective delivery of programmes and courses, which include creating and maintaining programme and course files, preparing documents for accreditation purposes, updating guides or handbooks, administering the recording of student attendance, compiling requirements and recording changes for timetables, coordinating meetings and taking minutes, issuing student letters, disseminating information to students, preparation of assessment boards, uploading results, and running school events. 5) Clarify priorities, engage actively and contribute to the work of the team, ensure work meets deadlines and objectives. 6) Maintain clean and orderly service counter areas. 7) Receive and process the submission of documents from students, such as assignments/courseworks, letters and completed forms; ensure each submission is correctly recorded and directed to the intended academic staff according to the relevant University policies and procedures. 8) Provide or pass on information promptly and accurately to customers regarding University rules, policies and procedures; direct customers to the relevant office and/or staff, as appropriate, to seek resolution of matters beyond the information available at the School Administration Office. 9) Ensure services provided are consistent with the University standards, policies and procedures; as well as regulations and requirements as stipulated by the Malaysian government, where applicable. 10) Escalate issues that need to be taken into account. 11) Proactively work with team members and/or others to prioritise work in order to meet deadlines and team objectives. 12) Prepare, compile and maintain accurate periodic reports and records. Provide timely reports and/or recommendations concerning the administrative support service to the Manager, Academic Administrator. 13) Maintain an accurate and effective filing and record management system for all records at the office. 14) Maintain confidentiality of University and student records. 15) Undertake other tasks, such as participating in orientations/inductions, and enrolment sessions, as requested. All HWUM staff endeavours will embody our shared values of: Inspire, Collaborate, Belong, and Celebrate. Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post and its general responsibilities. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve. Person Specification Education & Qualifications Essential: Diploma Desirable: Degree Experience Essential: Minimum two(2) years of relevant experience Desirable: Experience in higher education industry and managing UK programmes Competencies, Skills & Knowledge Essential: Excellent written and verbal communication in English Customer oriented and excellent interpersonal skills, able to deal with a broad range of people Ability to prioritise work independently, whilst maintaining quality Attention to detail Well-versed with Microsoft Office applications, such as Word, Excel and PowerPoint; able to schedule appointments using Microsoft Outlook Effective team working skills Has technical experiences with Office 365 and creative in video/written content for effective delivery of information Special Factors (if applicable) Essential: Must be able to work on selected weekends Essential Criteria \xe2\x80\x93 these are attributes without which a candidate would not be able to undertake the full remit of the role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be eliminated at the short listing stage. Desirable Criteria \xe2\x80\x93 these are attributes which would be useful for the candidate to hold. When shortlisting, these criteria will be considered when more than one applicant meets the essential criteria. Application Process Due to Malaysian Immigration restrictions, we regret that this position is only open to citizens or permanent residents of Malaysia. Applications should be submitted to Career Website. Applications must be submitted by 28 March 2023. If you are not contacted by the selection committee by 31 March 2023 then please assume that on this occasion your application has been unsuccessful. The University is committed to equality of opportunity.
Heriot-Watt University Malaysia (HWUM) is a UK university campus based in Putrajaya, Malaysia. HWUM is the second international campus of Heriot-Watt University (\xe2\x80\x9cHWU\xe2\x80\x9d) which is a leading research-intensive UK university, specialising in science, technology, engineering, business, languages, textiles and design. With an international reputation for scientific and technological excellence, the University is truly global in scope and scale with a campus in Dubai, three campuses in Scotland and over 150 partners world-wide. HWUM is operating from a stunning, purpose-built, eco-friendly, lakeside campus that currently has more than 2,000 students. Besides the academic offerings that range from Foundation to Undergraduate and Postgraduate programmes in Business, Engineering, Construction, Actuarial Science and more, the university is a pioneer in Impact-Based and Positive Education aiming at developing Purpose-driven, resilient and world-ready graduates. With highly motivated community, state-of-the-art learning resources and world-class learning and teaching facilities, the Putrajaya campus is a dynamic and stimulating place to study, grow and flourish. Students studying at Heriot-Watt University Malaysia undertake a well-structured developmental programme that takes them in four stages to develop the skills of knowing and leading self, leading teams, leading communities and leading enterprise. This inculcates emotional intelligence, interpersonal and analytical skills sough
Bachelor\'s or Equivalent