Executive , Admission and Record (HR238)

🔹 Job Summary

To manage the enrolment of candidates for all academic programmes in accordance with the stipulated UoC and CCC procedures, as well as requirements from relevant governing agencies, in an effective and efficient manner.

🔹 Responsibilities

1. Admission

a. Application & Query

• Manage the setup of programme and intake details in the Online Application System.
• Handle admissions processing for programmes in close liaison with academic departments, ensuring decisions are made consistently and fairly based on agreed criteria.
• Respond to telephone and email enquiries from prospective students, parents, and advisers in a timely and professional manner.
• Process incoming applications for all undergraduate programmes, including verification of qualifications and authenticity of results.
• Enter decisions and generate offer letters using the Online Application System and other databases with a target of 100% accuracy.
• Monitor applicant responses and provide status updates and workflow data to faculties and departments.
• Compile application data into standardized templates for further processing.
• Ensure proper procedures are followed when handling fraudulent applications, applicants below minimum entry requirements, and late registrations.
• Liaise regularly with academic and administrative staff.
• Prepare and submit reports on application status to top management as required.

2. Interview Session

• Arrange dates and venues for interview sessions for programmes that require interviews.
• Manage interview sessions according to the approved schedule and guidelines.
• Coordinate with interviewers to ensure smooth execution of sessions.
• Ensure interview reports are collected and documented for each session.

3. Student Selection

• Prepare and submit student selection data to respective faculties prior to scheduled meetings.
• Conduct first-level verification of application data for compliance with minimum entry requirements.
• Attend Sub-Senate Committee on Student Selection meetings.
• Report meeting decisions to management.
• Update applicant status in the Online Application System.

4. Registration

• Prepare the working committee list for each registration day.
• Attend coordination meetings with committee members regarding registration tasks.
• Secure venue arrangements with the venue management coordinator prior to registration day.
• Prepare and submit layout plans for registration venues to the Facility Department.
• Ensure all required registration documents are prepared and sufficient copies are available.
• Monitor and ensure late registrations are handled according to standard procedures.
• Manage and maintain students’ personal files after registration.

5. Statistics & Student Status

• Prepare and report registration statistics promptly.
• Monitor and update student status periodically.
• Provide reports on student statistics to top management as required.

6. Administrative Work

• Maintain and update students’ personal files.
• Process supporting letters and memos related to admission matters.
• Prepare documentation for monitoring visits by the Ministry of Education and Malaysian Qualifications Agency (MQA).
• Ensure proper filing and organization of admission records.

7. Others

• Respond to queries from stakeholders regarding admission processes.
• Contribute to team objectives and support team members when required.
• Participate in marketing and promotional activities when needed.
• Perform any other duties as assigned.

🔹 Commitment

The Terms of Reference (TOR) will be reviewed annually or as required.

🔹 Qualifications

Required Qualifications

• Bachelor’s degree in any field.
• Minimum of 2 years’ working experience (preferably in the higher education industry).

Preferred Qualifications

• None.