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Admin Assistant (Examination Department)

Department: Examination Department

Location: Masai, Johor campus

Grade:

Travel Requirement: No

Job Overview:
This job is responsible to provide administrative and secretariat services to the department in accordance with related policy, procedures and guidelines. This includes providing office administration services; secretariat services for related management and working committees; and supporting the implementation of admission and records processes. This job is expected to collaborate with other administrative personnel within the institution in executing its function.

Key Responsibilities:
Office Administration:

• Provide administrative services to the department including maintenance of registers, office correspondence, office stationery and supplies, asset management, event coordination, and others as required in accordance with established office procedures.

• Provide secretariat services for the selection activities including supporting interview sessions and sub-senate committee on student selection meetings in accordance with given schedule and guidelines.
• Coordinate and support the registration day organising committee activities including provision of secretariat services to ensure compliance with procedures and deadlines.
• Coordinate with respective faculties for student graduation to ensure requirements are met for graduation and convocation process.

• Gather all application data and compile in a standard and appropriate template for further processing.
• Create students’ personal file after registration for future monitoring and updating of students’ status.
• Prepare and report statistics on application and registration to keep management and sponsors informed of the applicant status.

• Maintain the physical and e-filing systems associated with the Department to ensure proper documentation, handling, safe storage, and easy retrieval of information.

• Minimum Diploma in Office Management/Secretarial Science or equivalent.
• At least 2 years of working experience. Experience in admissions and records function is advantageous.