Job Description

Job description:

Job Title:

Head of Administration and Operations

Location:

UCSI Schools (International School)

Department: Administration and Operations

Job Overview

As the Head of Administration and Operations, you will lead and oversee the smooth and effective functioning of all administrative, operational, and student support systems within the school. This strategic role is vital to ensuring excellence in school operations, with core responsibilities spanning examinations administration, budgeting and finance oversight, admissions coordination, data management, events support, and overall academic and co-curricular operations.


You will serve as a key liaison between academic, administrative, finance, and leadership teams to maintain compliance, quality assurance, and service excellence. As a front-facing representative of the school, you will also ensure high standards of communication and service delivery to students, parents, and external partners.

Core Functional Areas:

Examinations Management:

Serve as the

Senior Examinations Officer

, taking full responsibility for the administration of all internal and external examinations, including

Cambridge Assessment International Education (CAIE)

, Primary & Secondary Checkpoints, and IGCSE exams. Coordinate with CAIE and the Group Exams Director to ensure compliance and accuracy. Manage all examination logistics: invigilation, timetabling, printing, transcripts, appeals, and reporting. Prepare detailed post-examination reports and data analysis for the Senior Leadership Team.

Finance Oversight & Procurement:

Liaise closely with the Finance Department to manage and monitor the school's annual budget. Provide regular financial tracking and variance reports to the Principal and SLT. Oversee procurement processes for academic resources, co-curricular needs, and operational supplies. Ensure compliance with internal finance protocols for invoicing, receipts, and purchase orders.

Admissions & Student Data Management:

Oversee all aspects of student admissions, onboarding, and withdrawals in collaboration with the marketing and administrative teams. Ensure all student records and data are accurate and synchronised across platforms such as

Toddle, EduSoft, Microsoft 365, Google Suite

, and

MS Teams

. Coordinate with the Ministry of Education (MOE), JPNS, and PPD for licensing, permits, reporting, and compliance matters.

Events & Co-Curricular Programme Support:

Support and, when required, lead the planning and execution of school-wide events including graduations, excursions, camps, and open days. Assist the

CCA Coordinator

in scheduling, staffing, budgeting, and quality assurance of co-curricular programmes. Liaise with external providers and ensure adherence to school safety and safeguarding policies.

Attendance & Welfare Monitoring:

Monitor daily student attendance and contact parents for all unexplained absences before 9:00 AM. Flag students with attendance below 85% to parents and the SLT. Maintain accurate records of teacher attendance and manage the leave protocol, including documentation follow-ups for returning staff.

General Administration & Office Operations:

Oversee and supervise front-desk duties, filing systems, document control, printing coordination, and courier logistics. Support academic and CPD logistics including Cambridge-related training registrations. Lead internal audit, ISO compliance processes, and supervise administrative/support staff. Ensure efficient logistics, venue bookings, inventory control, and facilities support for both academic and co-curricular programmes.

Key Responsibilities:

Summary Category Responsibilities:

Exams & Assessments:

Full administration of internal/external exams, data reporting, CAIE coordination, archiving.

Finance & Budgeting:

Budget tracking, procurement, variance reporting, vendor management.

Admissions & Data:

Enrolment, withdrawals, records maintenance, CATIV analysis, transcript processing Co-Curricular Activities (CCA) Planning, staffing, vendor coordination, compliance, celebrations.

Events & Communications:

School event management, parent communications, letter drafting.

Student & Staff Attendance:

Attendance monitoring, compliance reporting, teacher leave tracking.

Facilities & Operations:

Venue logistics, maintenance liaison, emergency drills, contractor monitoring.

Administrative Support:

Support to Principal and SLT, class cover, teacher support, ISO processes.

Parent & Stakeholder Engagement:

Professional and responsive front-facing interactions, complaint resolution, reputation management.

Minimum Requirements:

Education

: Bachelor's degree in Business Administration, Finance, Education Management, or a related field.

Experience

: Minimum 10 years in a senior administrative or operational leadership role, preferably within an international or private school setting.

Technical Proficiency

: Skilled in Microsoft Office Suite, Google Workspace, EduSoft, Toddle, and MS Teams.

Communication

: Strong written and verbal English; able to produce professional correspondence and presentations.

Leadership Attributes

: + Proven team leadership and staff supervision abilities.
+ High personal integrity and commitment to confidentiality.
+ Excellent organisational and problem-solving skills.
+ Ability to work independently, meet tight deadlines, and manage multiple priorities.

About UCSI International School Sdn Bhd:

The UCSI Schools Group has 3 campuses in Malaysia: Kuala Lumpur Campus, Subang Jaya Campus and Springhill Campus. Two of its campuses focuses on British school curriculum while the other one focuses on the IB.While maintaining a strong focus on core curriculum which includes British school curriculum with Cambridge IGCSE and International Primary Curriculum, we aim to complement the formal curriculum with a series of CCAs which students' experiences form a cornerstone of their holistic education for the 21st century. The rapid advancement of technological innovations, global competition, and a push towards a knowledge-based economy require that our students learn to have a repertoire of soft and hard skills to enable them to succeed in a future economy that is still in the making. Through our unique CCA experiences, our students can exhibit soft skills like creativity, leadership abilities, teamwork, flexibility, communication skills, resilience and an enterprising spirit that will enable them to stay relevant for the future.UCSI International School focuses on eight critical characteristics in our learning content and experiences. The rapid advancement of technological innovation, global competition, and a push towards a knowledge-based economy require that our students have a repertoire of soft and hard skills. We therefore place a strong emphasis on Character Education, Global Citizen Skills, Problem-based Collaborative Learning, and co-curricular activities amongst others, forming a truly holistic education for the 21st century.Our emphasis in education isn't only labelled in academic and creative excellence, but to equipped students with 21st century skills such as character, communication, collaboration, creativity, critical thinking, while inculcating virtues such as integrity, honesty, and empathy in our students. We believe that students that have a developed moral compass and practical wisdom in a challenging and fractured world will make a positive impact for life.