Administrative Staff Recruitment


Administrative Staff Recruitment

Xiamen University Malaysia

University Overview

Xiamen University (XMU), established in 1921 by renowned patriotic overseas Chinese leader Mr. Tan Kah Kee, is the first university founded by an overseas Chinese in the history of modern Chinese education. As one of the China’s leading research universities, XMU ranks 14th in China and 43th in Asia according to 2020 Best Global Universities Rankings published by US News and World Report.

Xiamen University Malaysia (XMUM, Registration No. DULN009(B)) is an internationalized branch campus set up by Xiamen University. Being the first Chinese university branch campus in Malaysia, XMUM aspires to become a university with a distinct global outlook, featuring first-class teaching and research, and embracing cultural diversity. The university aims to nurture young talents with dignity and wisdom, turning them into fine citizens of the region who will contribute to the prosperity of the people and social progress of Malaysia, China and Southeast Asia.

Xiamen University Malaysia (XMUM) is now seeking highly motivated, committed and qualified individual to join our diverse and dynamic university for the position of Administrative Staff.


1) Fresh graduates with Master or PhD qualification are preferred;

2) Applicants with Bachelor qualification are required to have at least THREE (3) years of related working experience in the relevant SCHOOL / CENTRE / OFFICE;

3) Committed team player with excellent interpersonal skills, able to work independently in a fast-paced environment;

4) Meticulous, positive attitude, hardworking and able to deliver assignments within given timeline;

5) Required skill(s): MS Office (Word, Excel, Powerpoint);

6) Good command of written and verbal English, Bahasa Malaysia and/or Mandarin;

7) Applicant must be willing to work in Bandar Sunsuria, 43900 Sepang, Selangor.




· Create news stories and contents related to Xiamen University Malaysia for multiple platforms including website, social media platforms and other marketing collateral;

· Develop content drawing on XMUMs mission and vision, regional marketing priorities, project achievements, as well as the industry trends;

· Edit, fact check and proofread contents provided by departments / students journalists;

· Translate and transcreate contents from English to Chinese and vice versa;

· Develop and maintain core commers material (press kit, facts & figures, content updates, etc.)

· Track and optimize social media performance based on the data feedback;

· Contribute ideas for innovative contents;

· Manage and train the student journalist team;

· Liaison with academic faculties and administrative departments;

· Other tasks as assigned.


· A Bachelor's Degree in Journalism, Advertising or other related subjects;

· Proficient in English and Chinese writing;

· An avid social media user & good story-teller;

· Proactive and hands-on by nature;

· Good communication and interpersonal skills;

· Creative and inquisitive, always keen to learn about new things;

· Able to work under pressure and during weekends or holidays when required;

· Experience with editorial, communications, or marketing is preferred.

Please include a portfolio of your previous works.




· Course arrangements such as set study plan and offer plan according to MQA approved programme structure;

· Examination arrangements such as assist Examination Centre in coordination on examination schedule, appeal case, credit transfer and invigilation;

· Student arrangements such as check student attendance, check the credits required for students each semester, help students that fail the course or with special circumstances to set personal study plan, check the graduation of senior students and remind them of the academic issues that need to be resolved before graduation;

· Daily administrative support such as cooperate with Head or Programme Coordinator on administrative work, provide sound response to enquiries from lecturers and students, maintain academic related files as required and cooperate with other departments;

· Performs other duties as assigned.




1. Recruitment

a. Responsible for sourcing of applicants to meet the headcount requirements.

b. Responsible for arrangement of interviews, prepare new hire information for approval, administer employment letter to successful applicant, ensure their documents are in order and completion of personal folders.

c. Responsible on the orientation of new hires and completion of their intake forms.

2. Visa

a. Responsible in compiling documents of expatriate staff and their dependents in applying for their support letter and administer the online application.

b. Process applications, renewal, cancellation, transfer of endorsement for all types of visa such as special pass, employment pass, dependent pass, long-term social visit pass and professional visit pass. 

3. Teaching Permit

a. Responsible in ensuring the validity, teaching levels and fields of staff teaching permit.

b. Responsible for the application, renewal or changes of staff teaching permit and administer their online application. 

4. Training

a. Coordinate and organize training programmes for staff.

b. Maintain employee’s training calendar and training records

c. Monitor HRDF fund and submit appropriate claims.

5. Daily Operation

a. Responsible to correctly input all required staff information in the Employee Management System.

b. Responsible in updating HR related statistics on a monthly basis and liaise with users from other functions.

c. Good liaison with government agencies such as Ministry of Higher Education, Immigration, Expatriate Services Division to ensure smooth recruitment process.

d. Undertake any other duties and responsibilities assigned by Superior and Company.


· At least a Bachelor/Master degree in Human Resource Management or related fields.

· Minimum three (3) years of related working experience in education industry.

· Experience in full cycle of recruitment process with sound knowledge of interview process, visa process and teaching permit process.

· Good command of written and spoken English and Bahasa Malaysia.

· Good command of written and spoken Mandarin would be an added advantage.

· Committed team player with excellent interpersonal skills.

· Required skill(s): MS Office and Excel.



Applicants are invited to submit a digital application packet to:

The subject line of your email must include: your NAME, the name of SCHOOL /CENTRE / OFFICE and the POSITION for which you are applying for.

All application packets must include the following attachments:

1) Your detailed and current CV;

2) Evidence of academic qualifications: Bachelor, Master and PhD Certificates; Bachelor, Master and PhD Transcripts including SPM Certificate;


1. We thank all applicants for their expressed interest. However, ONLY shortlisted applicants will be notified.

2. This posting will remain open until filled.

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