Administrative Staff Recruitment

2019-07-11

Administrative Staff Recruitment

Xiamen University Malaysia

University Overview

Xiamen University (XMU), founded in 1921 by Mr. Tan Kah Kee, a renowned overseas Chinese entrepreneur and philanthropist, is the first Chinese higher-education institution established by an overseas Chinese. Being a leading research university in China, XMU is ranked 9th among Chinese mainland universities according to the Times Higher Education World University Rankings 2018.

XMU has established an international branch campus - Xiamen University Malaysia (XMUM, Registration No. DULN009(B)). 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.

 

ESSENTIAL REQUIREMENTS:

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

2) Applicants with Bachelor qualification are required to have at least THREE (3) years of related working experience;

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.

 

 

FULL-TIME ADMINSTRATIVE STAFF POSITIONS AVAILABLE:

1. OFFICE OF ACADEMIC AFFAIRS (EXECUTIVE/SENIOR EXECUTIVE)

 

ROLE AND KEY RESPONSIBILITIES:

 

· 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.

 

2. OFFICE OF ACADEMIC AFFAIRS (EXECUTIVE / SENIOR EXECUTIVE QUALITY ASSURANCE)

 

ROLE AND KEY RESPONSIBILITIES:

 

I. Liaise with Malaysia Qualification Agency (MQA)

- Prepare the application for new programme, programme accreditation, and programme renewal (including preparing all the relevant documents for the submission).

- Liaise with MQA on information regarding entry requirements for local and foreign students and the qualifications of lecturers and ensure compliance therewith.

- Apply for changes when necessary of curriculum and entry qualifications.

Support in the areas of educational quality assurances and its process.

 

II. Ministry of Higher Education (MOHE)

Prepare the new programme application documents for MOHE initial approval.

Prepare the institution’s registration renewal documents.

Prepare the documents for MOHE audit purpose.

Ensure compliance with Government and University requirements, related policies and business rules.

Maintain a database of all information pertaining to the regulatory and rating requirements (e-IPTS, SETARA, etc)

 

III. Others

Liaise with MOHE, MQA, KDN and other government agencies to apply for and maintain all relevant licenses and permits.

Work with Deans and Heads of Department to ensure compliance with regulatory requirements related policies and business rules.

Conduct periodic internal audits of the academic and administrative departments and submit reports to the Exco to ensure regulatory compliance, quality and efficiency.

Any other duties as assigned by the academic affairs leader. Any other tasks and duties within the scope as assigned by the University from time to time.  

 

3. SCHOOL OF FOUNDATION STUDIES (ADMINSTRATIVE EXECUTIVE)

 

ROLE AND KEY RESPONSIBILITIES:

· Organizes, plans, develops, coordinates and performs a variety of administrative duties and other office management tasks;

· Oversees standard administrative duties and manages correspondences;

· May need to provide supervision or guidance to other staff;

· Performs customer service duties to include providing information, referrals, or other services to students, staff, and other visitors; greeting and directing visitors, students, or staff to appropriate personnel/departments; and answering telephone calls;

· Serve as liaison and coordinate work with other departments in the University;

· Performs other duties as assigned.

 

 

4. China-ASEAN COLLEGE OF MARINE SCIENCES (ADMINISTRATIVE EXECUTIVE)

ROLE AND KEY RESPONSIBILIES:

· Managing the general administration of the department;

· Assuming the role of secretary to the management committee, inclusive of preparation of agendas and keeping of minutes;

· Documentation of all departmental events including photography and generating reports;

· Providing administrative support to a team of academic staff inclusive of assistance in course portfolio preparation and record keeping;

· Managing the student life cycle from registration/admission to graduation;

· Liaising and working with academic boards, governing bodies, task groups and collaborating partners to ensure implementation of updated practices and maintenance of constant dialogue;

· Managing budgets and ensuring financial systems are followed;

· Communicating with partner institutions, external agencies, government departments and prospective students;

· Maintaining up-to-date and high levels of quality assurance, including course evaluation and course approval procedures;

· Translation and editing of departmental documents including presentation files and promotional materials;

· Assisting in the preparation of proposals for smooth running of the department;

· Supporting the review and streamlining of processes for efficient and effective running of the department;

· Performs other duties as assigned.

 

5. OFFICE OF RESEARCH AND INNOVATION (EXECUTIVE/SENIOR EXECUTIVE)

 

ROLE AND KEY RESPONSIBILITIES:

 

· Mainly responsible for emergent university-related tasks, such as industrial collaborations, intelligence properties and other research-related policies, scientific seminar organizations, international scientific conference collaborations and organizations, etc;

· Assist in grant application, monitoring and submission processes;

· Assist in grant expense control activities;

· Assist in updating university research database;

· Assist in coordination with other departments for the smooth running of university internal grant;

· Assist in student innovation competitions;

· Performs other duties as assigned.

 

6. ENGLISH LANGUAGE EDUCATION CENTRE (TEST ADMINISTRATOR)

 

ROLE AND KEY RESPONSIBILITIES:

· Liaising with testing partners/agencies and relevant government departments on test dates, sites, regulations and specifications

· Developing and maintaining an up-to-date record of test dates for each calendar year

· Coordinating with external test agencies and internal departments, for example, logistics, IT and academic office, to ensure test specifications are in order

· Developing registration and testing processes

· Communicating with candidates and all relevant departments on test dates

· Registering candidates and processing applications

· Conducting briefing to staff involved in the test (s)

· Ensuring that tests comply with all testing processes as specified by the testing partners

· Performing pre-test planning, test-day and post-test administration in accordance with the test agencies’ operating policies and procedures

· Compiling and analysing test results

· Meeting centre growth targets by sourcing viable testing opportunities

· Working in close collaboration with local government agencies and international test owners

 

7. STUDENT AFFAIRS OFFICE (STUDENT COUNSELLOR)

· Work with individual & groups to promote the mental well-being of students in the University.

· Provide a confidential counselling service for individuals or groups of students.

· Examine issues and provide emotional support to students.

· Manage confidential case records up to date and filled in the respective files.

· Providing relevant information or resources specific to the student’s needs.

· Make appropriate referrals when necessary.

· Design and deliver workshops, seminars and other mental health programs.

· Identify behavioural problems or at-risk students and act appropriately.

· Assist in crisis & emergency situations when necessary.


HOW TO APPLY

Applicants are invited to submit a digital application packet to:

recruit_admin@xmu.edu.my

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

All application packets must include the following attachments:

1) Your detailed and current CV stating your current and expected salary;

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

 

Note:

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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