Job Description

Role purpose

1) Reporting to Manager, RMC and performing secretarial duties with confidentiality.

2) To efficiently and confidentially manage all administrative support functions within the Department.

Principal Accountabilities

Secretarial Function to the Director, IRDI

Calendar

Document Approval:

Ensuring the timely processing and approval of documents requiring the Director's authorization.

Document Review:

Conducting a thorough review of letters and documents that necessitate the Director's approval.

Ad Hoc Tasks:

Assisting the Director with any additional tasks as assigned.

KPI Compilation and Report Preparation:

Compiling Key Performance Indicators (KPIs), reports, and data as needed by the Director.

Administrative Function to IRDI

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, MyRA, MQA Audit, Audit Visits:

Prepare, print, and submit documentation required for accreditation, SETARA, MYRA, MQA 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 Scientific Advisory Board, Visiting Research Professor and other relevant seminar/talks/conference/ 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 Institute for Research, Development and Innovation and IRDI Monitoring, to ensure compliance and accountability.

Student Internship Programme:

Compile and process documents for review and approval in ensuring accuracy, completeness, and compliance with institutional policies. Manage and monitor the student progress, tracking key milestones, providing necessary support, and ensuring adherence to academic and administrative requirements.

Budget & Claims:

monitoring of claims and budgets, submission of monthly claims

Purchasing (FITS)

- submission of quotation and the whole process of purchasing

Secretarial Support for Department Meetings

Prepare meeting agendas. Compile meeting papers and appendices. Send invitations to meeting members. Document meeting minutes. Maintain a follow-up list for action items or tasks resulting from the meetings.
Any other duties commensurate with the grade of the post, as requested by Manager and the Director of IRDI.

Requirements

A minimum of 5 years of administrative/secretarial experience. Minimum 3 years of working experience with top management. Well-developed interpersonal and influencing skills. Good written and communication skills and command of the English language. IT proficiency with advanced Microsoft Word and intermediate Excel and PowerPoint is desirable.
Job Types: Full-time, Permanent

Pay: RM3,900.00 - RM5,500.00 per month

Benefits:

Health insurance Meal allowance Opportunities for promotion Professional development
Schedule:

Monday to Friday
Work Location: In person

Application Deadline: 07/30/2025
Expected Start Date: 08/15/2025