Job Description

1. Data and Records Management

Maintain accurate and updated databases of partnerships, student recruitment records, collaboration agreements, and related documentation. Ensure systematic filing (both digital and physical) of agreements, correspondence, and approval documents for easy retrieval and audit readiness. Regularly update and verify records to reflect current partnership status, agreement renewals, and ongoing projects. Safeguard confidential information in accordance with university data protection and compliance requirements.

2. Agreement and Collaboration Administration

Maintain a comprehensive register of all MoUs, MoAs, and other collaboration agreements, including key milestones such as renewal, review, and expiry dates. Coordinate with internal stakeholders (Registrar's Office, Faculties, Legal, and Management) for endorsement, approval, and execution of agreements. Liaise with partner institutions to ensure all documentation is aligned and updated according to university policy and international standards. Prepare and monitor agreement summary sheets, tracking progress, deliverables, and reporting timelines.

3. Financial and Invoice Monitoring

Keep track of invoices issued and payments received related to partnership activities, student inbound and outbound initiatives, and student recruitment. Coordinate with the Finance Department and partners to verify billing details, payment records, and supporting documents. Update and maintain a financial tracking log to ensure transparency and timely follow-up on pending payments. Prepare periodic financial summaries and highlight discrepancies or overdue payments for management review.

4. Meeting Coordination and Secretariat Support

Coordinate internal and external meetings involving faculties, registrar, management, and partner institutions. Prepare and circulate meeting agendas, documents, and presentation materials in advance. Record and distribute accurate and timely meeting minutes to relevant parties. Monitor and follow up on action items and decisions from meetings to ensure progress and accountability.

5. Administrative and Office Support

Provide administrative support for Global Engagement Office operations, including correspondence, documentation, scheduling, and logistics arrangements. Liaise with internal departments, partner institutions, agents, students, and parents to support enquiries and operational matters. Manage general office functions such as supplies, record maintenance, and coordination of unit activities. Support the organization of events, visits, and delegations from partner institutions or external stakeholders. Assist in all the student support and recruitment initiatives under Global Engagement Office.

6. Communication and Coordination

Act as the key administrative liaison between the Global Engagement Unit and internal departments to ensure smooth communication and coordination. Support dissemination of information to stakeholders, including updates on agreements, mobility programmes, and collaborative activities. Assist in preparing official letters, reports, and communication materials for internal and external circulation.

7. Reporting and Continuous Improvement

Prepare and compile administrative, operational, and partnership reports for management and institutional review. Maintain tracking systems for agreements, projects, and student-related activities for reporting and analysis. Contribute to improving administrative processes, templates, and record management systems for higher efficiency. Undertake other related duties or special projects as assigned by the Manager / Head of Unit. Any other tasks as directed by the Manager.

Requirements;

Preferable Bachelor's degree in any field. Highly performance driven and result oriented. Excellent communication skills especially in English. Pro-active and self-motivated, with the ability to work independently as well as participate within the team. Able to work under pressure and meet deadlines, possess a mature attitude and a good team player. Strong communication, presentation and interpersonal skills and abilities.
Job Type: Full-time

Pay: From RM3,200.00 per month

Benefits:

Free parking
Experience:

Higher Education : 2 years (Required)
Work Location: In person