EXECUTIVE - ADMISSION AND RECORDS (REGISTRAR'S OFFICE)

POSITION OVERVIEW:

The role of an Admission and Records, Executive/Senior Executive (Student Service Counter) revolves around managing the frontline services for students University of Cyberjaya. This position serves as the first point of contact for students and other stakeholders, ensuring they receive the necessary support, guidance, and resolution for their concerns or inquiries. It requires a strong focus on customer service, administrative efficiency, and problem-solving.

Key Responsibilities:

1. Frontline Student Support:

• Act as the primary point of contact at the student service counter.
• Assist students with general inquiries related to admissions, academic records, timetables, and other services.
• Provide guidance on university policies, procedures, and processes.
• Generating student completion letter, EPF letter etc

2. Administrative Duties:

• Handle administrative tasks such as:
• Processing student forms (e.g., add/drop subjects, leave applications, etc.).
• Updating and maintaining accurate student records in the system.
• Generating and issuing official documents, such as enrollment verifications, transcripts, and certificates.
• Replying email from various stakeholders
• Answering phone calls
• Issuance and printing of student ID card

3. Issue Resolution:

• Address and resolve student complaints or escalate complex issues to relevant departments.
• Coordinate with academic or support departments (e.g., finance, registrar, IT) to resolve student concerns.

6. Coordination and Communication:

• Liaise with different departments to provide students with accurate and up-to-date information.
• Support events or campaigns, such as student orientations or awareness initiatives.

7. Compliance and Confidentiality:

• Ensure adherence to institutional policies and regulations in all interactions and processes.
• Maintain the confidentiality of student information and comply with data protection regulations.

8. Reporting and Analysis:

• Generate reports on student inquiries, issues, or trends observed at the counter.
• Provide input on process improvements to enhance service quality and efficiency.

9. MQA / Regulatory Visit:

·      To work hand in hand with the team to ensure smooth running of MQA visit or any regulatory visit.

·      To ensure student filings are up to date and document are completed before any visitation.

Note:

This position is critical for maintaining a positive student experience and ensuring smooth administrative operations at the service counter. 

OTHER TASKS

1.     To be the Convocation Committee under Graduand unit.

2.     To be the Registration Committee during Registration Day (New Intake)

3.     To carry out any duties or responsibility that are assigned by the Senior Manager/Manager/ Registrar/Management.

4.     To be the representative in any meeting assigned by the supervisor.

5.     Able to work during weekend for Open Day (if assigned/needed)

6.     Able to work after office hours to clear all pending tasks (if needed)

7.     Ready to be reassigned with new tasks within the Registrar’s Office division.