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 is 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.






1. Provide advice and guidance to students and faculty about academic policies and procedures.

2. Liaise with relevant faculty in providing administrative support on related Academic Affairs matters.

3. Work closely with relevant parties on the appropriate maintenance of academic records such as attendance, class offering, study plan and course offer plans on a timely schedule.

4. Arranging the course schedule and relevant classrooms and laboratories according to the current situations of the campus as well as the requirement of the faculty.

5. Collecting agenda items and taking minutes, and general organisation for HOD, Academic Board Meeting.

6. Coordinate and support induction training presenting and introducing University profile to new staff.

7. Managing process to facilitate students' participation on the academic related activities.

8. Class lecture arrangement and monitoring on delivery of effective teaching and learning for each semester. Compile analysis report and summary from the classroom observation.

9. Assign duties and responsibilities to Academic Affairs staff. 

10. Supervise daily administrative operation of Academic Affairs Office.

11. Prepare in compiling and tabulate examination results.  

12. Assist and coordinate in graduation ceremony.

13. Prepare proposal for classroom request.

14. Any other duties as assigned by the academic affair leader. Any other tasks and duties within the scope as assigned by the university from time to time.


  • Candidate must possess PhD / Master qualification in any field.

  • At least 3-5 years of working experience in Academic Affairs/Faculty Office in education industry in a managerial level.

  • Hands-on working experience in preparing agenda papers, reports and minutes writing for meetings.

  • Relevant experience in training and leading team members. 

  • Possess good analytical skills, detail-oriented and able to produce high quality of work.

  • Good communication and interpersonal skills, with the ability to work with all level of staff.

  • Possess high level of adaptability.

  • Fluency in both spoken and written English and Bahasa Malaysia.

  • Fluency in both spoken and written Mandarin would be an added advantage.



  • To assist the Director to promote innovation and entrepreneurship spirit among XMUM staff and students.

  • To organize Innovation Talk Series to bring in external perspectives and enable growth and creativity among XMUM staff and students.

  • To perform administrative and coordination work to ensure the success of each event (talk series and competitions).

  • To engage industrial collaborations.

  • To publish news related to the activities organized by center and innovation achievement of XMUM staff and student.

  • Performs other duties as assigned.



1. Bachelor or Master in Science & Technology related discipline.

2. Excellent computer software skills for office.

3. Excellent verbal and written skills in English.

4. Experience related to innovation and entrepreneurship.

5. Webpage design and management experience.





Learning Services

1. Attending to classroom and office facilities queries and supports. (Regular classroom checking and maintenance)

2. Supporting Online Learning Services

3. PC and Application troubleshooting

4. Computer Lab maintenance and application deployment.

5. VOI/VDI server & Classroom Central Control software administration and maintenance.

6. Supporting Learning Management System


Access Services

1. ECard generation and preparation for new staff and students. (Card printing, E-Card system syncing)

2. Assisting with new application testing prior to application launching/deployment and provide application functional support upon system live.

3. Generating and extracting reports from IT system for respective departments’ analysis and reporting need.

4. Manage E-Card system and terminal devices including door access and etc.

5. Office Email Creation, Update and System Management


Network Services

1. Assist in Data Center setup and operation work.

2. CCTV and network related troubleshooting and maintenance.

3. Assist in the management secure gateway and application level gateway which are located at XMUM network edge.

4. Users access authentication system management

5. Manage Low Voltage cables in campus

6. LAN Network Troubleshooting

7. Wireless Network Troubleshooting

8. Management of NMS, DHCP, Syslog and other applications related to network operation

9. Monitor and manage all Building ELV Room

10. Assist in the management of the VPN/secured network.



1. Assisting in IT equipment purchase & procurement process

2. Documentation of network related reports and documents

3. Perform ad hoc functions as and when requires.



 Candidate must possess at least a Bachelor’s Degree, Engineering (Computer/ Telecommunication) or equivalent.

 Fresh graduates are encouraged to apply.

 Knowledge of DB or Programming skills .Net/Python/SQL will be an advantage.

 Preferably with 2 year(s) of hands on experience specializing in IT/Computer – NetworkSystem, Programming, Database Admin or equivalent troubleshooting experience.

 HCNP/CCNP certified is an advantage.

 Various Full-Time position(s) available.





  • Preparation or review of construction project estimates, budgets, settlements, final accounts, and engineering bid base prices and bid quotations.

  • Record and file all documents received from consultant/ Architect/contractors, to ensure all the documents, reports and information are being properly and systematically filed (soft and hard copies).

  • Project changes and adjustment of contract prices and calculation of claim expenses;

  • Prepare recommendation of payment to contractors.

  • Project cost monitoring, and record monthly cash flow.

  • Perform sourcing activities, commercial negotiation, purchase verification, specification required and price comparison until it is being evaluated and finalized.

  • Coordinate with the requestor on expediting and monitor on-time delivery of the goods or services.

  • Liaise with internal and external parties in a responsive and timely manner.

  • Keeping track and monitor the delivery of goods, stock movement and allocation of the items and work closely with Finance on payment preparation.

  • Able to communicate clearly and accurately on the procurement SOP to all stakeholders.

  • Other duties assigned from time to time.


1. Degree in Quality Surveyor or equivalent.

2. Minimum of 3 years’ experience in related field

3. Proficient in English, Bahasa Malaysia and Mandarin.

4. Has good communication and interpersonal skills.

5. Candidate must be meticulous, committed and have the initiative to get things done.

6. A fast learner who is pro-active and willing to take ownership of assigned tasks.

7. Can work independently and has a good team-work spirit.





  • Provide customer service to procurement and asset management inquiries. Execution of guidelines and advise on use and operations of venues

  • Coordinate and communicate with requestor/ user for the facilities booking.

  • Administration and booking of all request of venues, auditoriums, meeting rooms, common areas etc.

  • Liaise with requestor/ users to finalise the set-up requirements, inclusive of organizing any meetings.

  • Provide schedule and on-call support to handle assets and event enquiries, complaints, service requests pertaining to the facilities in XMUM for staff, student and off-campus hires.

  • Planning and preparing the summary list for executing arrangement and set up of venues as well as daily security schedule for the opening and locking up of all venues, meeting rooms etc.,

  • Coordinate with other support team on daily work schedules to ensure timely supply and set up of audiovisual and other technology equipment and housekeeping to ensure untroubled operation by the users

  • Report to the management of any operation faults to PAMO and the relevant departments (Administration/ IT/Operation and maintenance Security/ Housekeeping.)

  • Preparation of event management reports.

  • Any ad-hoc task required by management


1. Degree in any field or equivalent

2. Has minimum 1 year of relevant customer service. Facility knowledge, Audio Visual System engineering or Audio Visual Media Technology related knowledge or work experience, will be highly preferred.

3. Has good communication and interpersonal skills.

4. Ability to organize and plan set up for each event campaign successfully

5. Ability to adapt to changes in work responsibilities and environment

6. Be meticulous, committed and have the initiative to get things done

7. Pro-active and results oriented

8. Has good MS Office skills.


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.

News & Events

A Glance at XMUMC