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 198th in Best Global Universities according to 2024-2025 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 individuals to join our diverse and dynamic university for the position of Administrative Staff.

ESSENTIAL REQUIREMENTS:

• Fresh graduates wih Master's or Bachelor qualifications are preferred;

• Applicants with Diploma / SPM qualifications are required to have at least THREE (3) years of related working experience in the relevant SCHOOL / CENTRE / OFFICE;

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

• Meticulous, positive attitude, hardworking and able to deliver assignments within a given timeline;

• Required skills: MS Office (Word, Excel, Powerpoint);

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

• Applicant must be willing to work in Jalan Sunsuria, Bandar Sunsuria, 43900 Sepang, Selangor Darul Ehsan, Malaysia.

ADMINISTRATIVE STAFF POSITIONS AVAILABLE:

1. ADMISSION OFFICE - EXECUTIVE / SENIOR EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

• Process applications, evaluate the admission credentials of applicants, determine the admission eligibility of these applicants.

• Issue offers letter packages to students.

• Key in the data of students and import the data into the system.

• Respond to inquiries of admissions and general enquiries from potential applicants, providing detailed responses to their inquiries about academic programmes, application process, fees & scholarships, campus environment & facilities etc.

• Maintain, compile and logically format the data of applicants.

• Prepare and organize students’ files according to the requirement of Malaysian Ministry of Education.

• Monitor, analyse and report on the applications to the university.

• Contribute information, feedback, and recommendations for policy making and strategy development.

• Assist in the visa application for students coming from China.

• Process the application for programme transfer, withdrawal from the University and EPF withdrawal.

• Undertake other duties given by the Management.

REQUIREMENTS:

• Candidate must possess a Bachelor’s Degree.

• Possess a good command of English, Chinese (both spoken and written), Bahasa Malay

• Previous working experience in the relevant field is an added advantage.

• Knowledge of skills in using Computer software e.g. MS application.

• Has a strong sense of responsibility.

• Able to work with minimal supervision and to keep to deadlines.

• Meticulous, courteous, calm, focused and pro-active.

• Strong interpersonal and communication skills with the ability to communicate comfortably with students and parents in a friendly and professional manner.

• Effective and flexible team player.

2. ACADEMIC AFFAIRS OFFICE - 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 assisting the Examination Centre in the coordination of examination schedule, appeal case, credit transfer and invigilation.

• Student arrangements such as checking student attendance, checking the credits required for students each semester, helping students who fail the course or with special circumstances to set personal study plans, checking the graduation of senior students and reminding them of the academic issues that need to be resolved before graduation.

• Daily administrative support such as cooperating with the Head or Programme Coordinator on administrative work, providing sound responses to enquiries from lecturers and students, maintaining academic files as required and cooperating with other departments.

• Performs other duties as assigned.

REQUIREMENTS:

• Fresh graduates with Bachelor’s Degrees.

• Candidates with a Master’s Degree (and above) are preferred.

• Candidates with working experience in the Academic Related Departments of University Level are encouraged to apply.

• Committed team player with excellent interpersonal skills, able to work independently in a fast-paced environment.

• Meticulous, positive attitude, hardworking and able to deliver assignments within a given timeline.

• Required skills: MS Office (World, Excel, PowerPoint)

3. HUMAN RESOURCE OFFICE (RECRUITMENT) - EXECUTIVE / SENIOR EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

• Recruitment

• Responsible for sourcing applicants to meet the headcount requirements.

• Responsible for the arrangement of interviews, preparing new hire information for approval, administering employment letters to the successful applicant, ensuring their documents are in order and completing personal folders.

• Responsible for the orientation of new hires and completion of their intake forms.

• Visa

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

• Process applications, renewal, cancellation, and 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. 

• Teaching Permit

• Responsible for ensuring the validity, teaching levels and fields of staff teaching permits.

• Responsible for the application, renewal or changes of staff teaching permits and administering their online application. 

• Daily Operation

• Responsible for correctly inputting all required staff information in the Employee Management System.

• Responsible for updating HR-related statistics monthly and liaising with users from other functions.

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

• Undertake any other duties and responsibilities assigned by the Superior and Company.

REQUIREMENTS:

• At least a Bachelor's/Master’s degree in Human Resource Management or related fields.

• Minimum 3 years of related working experience in the education industry.

• Experience in the full cycle of the recruitment process with sound knowledge of the 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 skills: MS Office and Excel.

4. HUMAN RESOURCE OFFICE (PAYROLL & TRAINING) - EXECUTIVE / SENIOR EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

• Review and organize training plans٫ design and develop training programs for corporate٫ HR training and so on

• Prepare appropriate training methods per case٫ including simulations٫ mentoring٫ on the job training٫ professional development classes and so on

• Inform employees about available training opportunities to and provide necessary information

• Perform needs assessment on an entire organization level and identify skills or knowledge gaps that need to be addressed

• Implement accepted education principles and explore new training methods and techniques

• Develop educational aids and materials

• Review and analyse instructional effectiveness and prepare reports determining the impact of training on employee skills and how it affects KPIs

• Collaborate with internal stakeholders and liaise with matter experts regarding instructional design

• Manage curriculum database and training records

• Organize train-the-trainer sessions for internal subject matter experts

• Oversee in-house training facilities and equipment

• Assisting with end-to-end payroll processing and administration

• Resolving issues and answering payroll-related queries from employees.

• Maintains accurate and up-to-date human resource files, records, and documentation.

• Administration and submission of tax clearance for departing foreign employees.

REQUIREMENTS:

• Bachelor degree in Education٫ Training٫ HR or other related area

• 2+ years' experience of working on a Trainer٫ Training Facilitator or other relevant position

• Significant experience with learning management systems and web delivery tools

• Good experience of providing complete full training cycle٫ assessing needs٫ plan٫ develop٫ coordinate٫ monitor and evaluate

• Excellent knowledge of HRDC and Employment Working Visa procedure

• Close familiarity with traditional and modern job training methods and techniques

• Close familiarity with MS Office & HR2000

• Strong organizational skills with the ability to handle multiple assignments

• Good communication skills

• Well verse in payroll laws, regulations, and compliance requirements

5. IT OFFICE (RESEARCH & DEVELOPMENT) - ASSISTANT ENGINEER / ENGINEER

ROLE AND KEY RESPONSIBILITIES:

• Design and develop scalable and maintainable software solutions across diverse technology stacks.

• Manage system administration tasks, including server configuration, maintenance, and troubleshooting on Linux-based environments.

• Demonstrate proficiency in Linux Docker and containerization deployment technologies, ensuring efficient deployment and management of applications.

• Write clean, maintainable, and efficient code adhering to web standards.

• Perform system upgrades, installations, and backup operations management.

• Administer servers and IT infrastructure appliances, with a focus on Linux server environments.

• Maintain and update systems documentation and server inventory.

• Apply system patches and updates, ensuring the security and performance of systems.

• Handle software installation requests and licensing.

• Participate in all phases of the software development life cycle, including requirement gathering, analysis, design, development, testing, deployment, and maintenance.

• Support hardware troubleshooting and maintain computer systems and networks.

• Engage in research & development, design, development, testing, and maintenance of existing products and applications.

• Preparing online guides, checklist and procurement or assets documentations

• Supporting University events such as student recruitment or orientation etc.

• Learning and adopting new technology, to perform ad hoc functions as and when requires.

REQUIREMENTS:

• Proficiency in PHP, Java, Python, and other pertinent programming languages is considered an advantage.

• Familiarity with PHP frameworks (e.g., Laravel), Java EE, Spring Framework, and Python frameworks (e.g., Django, Flask).

• Expertise in web technologies, including HTML, HTML5, CSS3, JavaScript, and front-end frameworks (e.g., React, Angular, Vue.js).

• Proficiency in deploying and managing websites using a variety of Content Management Systems (CMS). This includes, but is not limited to, well-known systems like WordPress, Drupal, and Joomla to ensure versatility in handling different project requirements.

• Database management skills with MySQL, MariaDB, and MS SQL, and experience in database design and optimization.

• Willingness to adapt to new technologies and languages, with a focus on continuous learning.

• Proficiency in Docker and containerization technologies.

• Familiarity with Linux-based server environments.

• Keen interest and commitment to learning cloud technologies and low-code platforms.

• Experience with RESTful APIs, API integrations, and version control tools like GIT.

6. IT OFFICE (LEARNING TECHNOLOGY) - ASSISTANT ENGINEER / ENGINEER

ROLE AND KEY RESPONSIBILITIES:

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

• Supporting Online Learning Services

• Computer hardware, software and application troubleshooting

• Support computer lab maintenance and application deployment.

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

• Supporting Learning Management Systems such as Moodle, My Media, MS Teams, Zoom, Skype etc.

• Handling teaching equipment and devices such as wireless microphones, iPads, pointers, Multimedia Card, Converter, visualizers etc.

• Microsoft 365 Administration - User accounts management, monitoring and maintaining Microsoft services and policy based on the organization's requirements.

• Basic knowledge of A/V equipment, computer/laptop hardware, and experience in proposing equipment replacement.

• Preparing online guides, checklist and procurement or assets documentations

• Supporting University events such as student recruitment or orientation etc.

• Learning and adopting new technology, to perform ad hoc functions as and when requires.

REQUIREMENTS:

• Candidate must possess at least a Bachelor’s Degree in engineering (Computer/ Telecommunication) or equivalent.

• Multiple positions are available. Fresh graduates preferably with 1-3 years (s) of hands-on experience specializing in IT/Computer –System, Programming, Database Admin or Data Centre equivalent troubleshooting experience, are encouraged to apply.

• Programming skills - .NET/Python/SQL or PHP, HTML/ CSS, Bootstrap, jQuery, and JavaScript will be an advantage.

• System - Experience in MySQL server optimization, Microsoft Azure, AWS, Alibaba Cloud, Google Cloud, GitHub, OpenStack etc.

• PowerShell command knowledge

• Web Development - familiar with web application environments, such as Drupal, WordPress, Laravel, and web deployment tools (Nginx, Apache, Lamp, Redis, OpenStack) is a plus.

7. INTERNATIONAL ACADEMIC EXCHANEGE CENTRE - FRONT DESK RECEPTIONIST

ROLE AND KEY RESPONSIBILITIES:

• Guest Relations

• Greet and welcome guests upon arrival with a friendly and professional demeanour.

• Handle guest check-ins and check-outs efficiently and accurately.

• Address guest inquiries, requests, and complaints promptly, ensuring a positive guest experience.

• Provide guests with accurate information about the hotel’s facilities, services, and local attractions.

• Operational Duties

• Maintain a clean and organized front desk area.

• Process guest payments and manage billing accurately.

• Ensure that guest records are updated and maintained properly in the hotel’s management system.

• Coordinate with housekeeping and other departments to fulfil guest requests.

• Standards and Procedures

• Handle day-to-day tasks like receiving, scanning, filing, and photocopying documents.

• Ensure accurate record-keeping for procurement files.

• Coordinate invoice processing and payments with the finance office.

• Team Collaboration

• Work closely with other hotel staff to ensure smooth operations.

• Assist colleagues during busy periods and provide training to new front desk staff as needed.

• Maintain a positive working relationship with all IAEC departments.

• Personal Development

• Participate in ongoing training programs to enhance skills and knowledge.

• Stay updated on industry trends and best practices.

REQUIREMENTS:

• Diploma or equivalent. A diploma or degree in hospitality management is a plus.

• Previous experience in a customer service role, preferably in the hospitality industry.

• Excellent communication and interpersonal skills.

• Strong problem-solving abilities.

• Proficient in using hotel management software and basic financial transactions.

• Ability to multitask and remain calm under pressure.

• Ability to work flexible hours, including weekends and public holidays

• Proficiency in English; proficiency in Mandarin is an advantage; knowledge of additional languages is an asset;

• A friendly and professional demeanour with a positive attitude towards teamwork.

• Proficiency in English; proficiency in Mandarin is an advantage; knowledge of additional languages is an asset;

• A friendly and professional demeanour with a positive attitude towards teamwork.

8. INTERNATIONAL ACADEMIC EXCHANEGE CENTRE – HOUSEKEEPING EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

• Housekeeping Operations

• Supervise and coordinate the daily activities of the housekeeping department.

• Ensure all guest rooms, public areas, and back-of-house areas are cleaned and maintained according to hotel standards.

• Manage the cleaning schedule and assign tasks to housekeeping staff.

• · Quality Control

• Conduct regular inspections of guest rooms, public areas, and back-of-house areas.

• Ensure cleanliness and maintenance standards are met consistently.

• Address any issues or discrepancies promptly and implement corrective actions.

• · Staff Management

• Oversee the training and supervision of housekeeping staff.

• Provide ongoing training and development to ensure staff adhere to hotel standards and procedures.

• Monitor staff performance and conduct performance evaluations.

• Coordination with Outsourced Services (if applicable)

• Act as the liaison between the hotel and any outsourced housekeeping service providers.

• Monitor and evaluate the quality of services provided by external companies.

• Ensure that outsourced staff meet the hotel's standards and procedures.

• · Inventory and Supplies

• Manage inventory levels of cleaning supplies, linens, and other housekeeping materials.

• Ensure proper handling and storage of supplies.

• Place orders and maintain records of inventory usage and costs.

• · Guest Relations

• Address guest complaints and requests related to housekeeping services.

• Ensure that guest needs and preferences are communicated to the housekeeping team and addressed promptly.

• · Administrative Duties

• Handle administrative tasks related to housekeeping operations, including maintaining records, preparing reports, and managing budgets.

• Coordinate with other hotel departments to address housekeeping-related needs.

• · Safety and Compliance

• Ensure that all housekeeping operations comply with health and safety regulations.

• Maintain accurate records of safety checks and incident reports.

• · Communication and Coordination

• Maintain effective communication with housekeeping staff, other hotel departments, and external service providers (if any).

• Coordinate with other departments to ensure smooth operation and address any issues impacting housekeeping services.

REQUIREMENTS:

• Understanding of housekeeping operations, cleaning standards, and best practices.

• Knowledge of cleaning chemicals, equipment, and procedures.

• Strong organizational and management skills.

• Ability to effectively coordinate and supervise both in-house and outsourced services (if applicable).

• Excellent communication and interpersonal skills.

• Ability to handle guest complaints and provide solutions.

• Proficiency in handling administrative tasks and maintaining documentation.

• Ability to prepare and analyse performance reports.

• A diploma or degree in Hotel Management or a related field is preferred, or equivalent work experience.

• At least 3 years of experience in a housekeeping management role or related field, with experience in both in-house and outsourced service coordination preferred.

• Strong problem-solving and decision-making abilities.

• Ability to work effectively under pressure and manage multiple tasks.

• Proficiency in using hotel management software and tools.

• Proficiency in English; proficiency in Mandarin is an advantage; knowledge of additional languages is an asset.

9. LIBRARY - ASSISTANT LIBRARIAN / LIBRARIAN

ROLE AND KEY RESPONSIBILITIES:

• Turnitin Support

• Supporting Turnitin application functionalities and problem-solving.

• Managing Turnitin user account creation for lecturers and communicating with lecturers for Turnitin class expiration by semester.

• User reports capturing, reviewing and communicating to users to avoid duplicate user account creation in Turnitin.

• Daily checking on users’ email in multiple mailboxes (Turnitin and Library) and AskA requests. 

• Library Service Support

• Supporting Library services, such as assistance in searching for library catalogues or locating course reserves E-Resource via a secured network, search for literature, papers, book borrowing or returning arrangement, book shelving, organizing materials, book movement and Library system update (Koha).

• Providing user training or guiding campus users on using campus applications, such as Turnitin, Moodle, AskA, Campus Email and Campus ID password reset.

• Supporting Library ad hoc functions, as and when required.

REQUIREMENTS:

• Relevant Diploma or Bachelor's with relevant experience or combination of relevant knowledge and training.

• At least Credit in a few subjects including Bahasa Malay, English and Mathematics in Sijil Pelajaran Malaysia (SPM).

• Ability to advise Library procedures, guidelines and process or experience in Turnitin, is an added advantage.

• Required skills: Excellent communication, both verbal and written with good interpersonal skills.

10. OPERATION AND MAINTENANCE OFFICE - AIR CONDITION TECHNICIAN

ROLE AND KEY RESPONSIBILITIES:

• Require to keep up of preventive and corrective maintenance records, as well as other related records.

• Able to diagnose and perform normal trouble shooting and check wiring connection, gas leaking, compressor malfunction, condenser issues or machinery abnormal conditions.

• Able to identify normal machinery normal pressure/temperature/ voltage and ampere during operation.

• Carry preventive inspection and maintenance request repairing task daily.

• Carry simple monthly servicing and be able to install small AC split units if needed.

• Performed light plumbing and electrical work as required.

• Assist in monitoring work done by outsource contractors.

• Carry out other related assignments given by the management.

REQUIREMENTS:

• Require to keep up of preventive and corrective maintenance records, as well as other related records.

• Able to diagnose and perform normal trouble shooting and check wiring connection, gas leaking, compressor malfunction, condenser issues or machinery abnormal conditions.

• Able to identify normal machinery normal pressure/temperature/ voltage and ampere during operation.

• Carry preventive inspection and maintenance request repairing task daily.

• Carry simple monthly servicing and be able to install small AC split units if needed.

• Performed light plumbing and electrical work as required.

• Assist in monitoring work done by outsource contractors.

• Carry out other related assignments given by the management.

11. PROCUREMENT AND ASSET MANAGEMENT OFFICE (PROCUREMENT) - EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

• Key Responsibilities:

• Manage procurement requisition from all departments on purchase of goods/services/projects (e.g., office supplies, equipment, furniture, cleaning services).

• Source and purchase goods/services/projects required by the university.

• Compare supplier offers to ensure cost-effective and quality purchases.

• Process purchase orders/contracts and ensure timely delivery of goods.

• Supplier Relations:

• Maintain relationships with suppliers, ensuring the best terms for the university.

• Coordinate with local and international suppliers as needed.

• Documentation & Administration:

• Handle day-to-day tasks like receiving, scanning, filing, and photocopying documents.

• Ensure accurate record-keeping for procurement files.

• Coordinate invoice processing and payments with the finance office.

• General Support:

• Assist in preparing reports on procurement activities.

• Liaise with internal departments to meet their purchasing needs.

• Other duties assigned from time to time.

REQUIREMENTS:

• Bachelor’s degree in Business, Supply Chain, or related field.

• Proficient in English; knowledge of Mandarin is an advantage for supplier communications.

• 1-2 years of experience in procurement or related roles.

• Basic office software (e.g., MS Office).

• Good communication and organizational skills

12. RESEARCH AND POSTGRADUATE CENTRE – EXECUTIVE / SENIOR EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

• Mainly responsible for MyRA, CoE / HICoE, KKP and verification of research appraisal

• Performs emergent university research-related tasks, such as research collaborations, seminar/workshop/briefing organizations, international scientific conference collaborations and coordination, etc;

• Performs day-to-day duty assigned by the Director.

REQUIREMENTS:

• Applicant must be well-versed in matters about Malaysia Research Assessment (MyRA);

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

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

• Required skill(s): MS Office (Word, Excel, PowerPoint);

• Good command of written and verbal English and Bahasa Malaysia;

• Working experience in research management offices;

• Experience in matters about the Rating System for Malaysian Higher Education Institutions (SETARA); 

• Good command of written and verbal Mandarin;

• Experience in handling Malaysian government grants;

• Experience in setting up the Center of Excellence (CoE) and handling the Higher Institution Center of Excellence (HICoE) as well as the Research Excellence Consortium (KKP) Fund.

• Experience in dealing with postgraduate administrative matters.

13. STUDENT RECRUITMENT OFFICE - EXECUTIVE / SENIOR EXECUTIVE

ROLE AND KEY RESPONSIBILITIES:

• To achieve the target number of student recruitment set by the management.

• To work closely with external partners, particularly schools, to oversee the development of appropriate relationships and partnerships with stakeholder and feeder institutions.

• To handle direct enquiries such as walk-in, call-in, etc.

• To conduct school talk and to organize campus visit

• To represent and promote university at domestic exhibitions and marketing activities for recruitment and public awareness and provide post-event market analysis.

• To perform daily tasks such as telemarketing, follow-up call and cold-calling

• To collaborate and liaise with agents to achieve the regional target set by the management for local student recruitment

• To undertake such duties as may reasonably be requested and that are commensurate with the nature and grade of the post

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 SCHOOL/CENTRE/OFFICE and the POSITION for which you are applying for.

• All application packets must include the following attachments:

• Your detailed and current CV;

• Evidence of academic qualifications: Bachelor, Master and PhD Certificates; Bachelor, Master and PhD Transcripts including SPM / UEC Certificate;

Note:

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

• This posting will remain open until filled.