(AMU) ASSISTANT MANAGER, ADMISSION AND RECORDS

Job Overview:

The Assistant Manager, Admission &Records, plays a key role in overseeing and managing the admission processes and records maintenance within the institution. Reporting to the Registrar, the Assistant Manager supports the supervision and training of a team of Admissions Officers responsible for evaluating academic records, making decisions, and processing applications from specific geographical region(s). The Assistant Manager is also responsible for evaluating and processing applications assigned to them.

Job Responsibilities:

Admission & Records

• Assesses student academic credentials, reviews application documents, evaluates and renders decisions for admission including local and international students.
• Utilizes administrative systems to look up admissions requirements, enter and maintain application data, and create reports to monitor workflow and application status.
• Preparing related letters such as conditional offer letters, admission/offer letters, withdrawal/completion/certification, and verification letters.
• Perform periodic updates of student data in the EIPTS system in line with regulatory requirements.
• Schedule and conduct the Senate Sub-Committee Admission & Enrollment (SSCAE) meeting and prepare the proposal to be deliberated to get advice from SSCAE members pertaining to the applicant’s eligibility.
• Conducting and organizing registration day for new enrollment through hybrid. Encourage and brief to all new students regarding the admission process all related to our department including application, scheduling, timetable and student information.
• Accurately input and maintain data and produce a report with current statistics to be presented during the University Senate meeting.
• Coordinate classroom allocation each semester to support academic scheduling and timetable efficiency.
• Compile and disseminate the Academic Calendar for upcoming academic years.
• Manage on the troubleshoot of the university management system(barracuda) and respond to complaints from customers (faculty/marketing/exam/student)
• Manage updates to student status in the university management system (barracuda) upon completion and graduation, and process amendments to assessment marks, final exam results, and subject codes based on requests from faculties/centres.
• Develop, recommend, organize and administer the university’s policies and procedures pertaining to the Department.
• Assist with defining, maintaining and communicating admissions processes and policies to the relevant department.
• Collaborate with recruitment department pertaining to the new admission/applicant to train them pertaining to all related matters to admission and records departments.
• Preparing the monthly billing according to the current academic calendar for start date and end date of class commencing
• Schedule and conduct the Senate Sub-Committee Graduation (SSCG) meeting.
• Preparation of documentation related to student and academic administration. This includes letters for PTPTN, EPF withdrawal, sponsorship bodies and others.
• Process and submit PTPTN & MARA loan claims in accordance with funding requirements and timelines.
• Appointed as Manager of Accreditation of Prior Experiential Learning (APEL) as a contact point.
• In charge of verifying qualification requests from applicants, including those for WES, Saudi Arabia, Singapore, and other regions.
• Print certificates and prepare e-certificates within the stipulated timeline. Trace, retrieve and reprint old certificates upon requests.
• Print and issue student ID cards for newly registered students (AMU and franchise students).
• Liaise with vendors/Procurement for Registrar Office items (Cert, Transcript & Grad Folder).

Franchise/ Collaboration

• Prepare document for invoice issuance/update income sheet /liaise with Finance for payment receipt/update the partner on recipient of payment.
• Responsible to prepare certificate and are ready to be delivered to programme partner upon completion of the programme.
• Support student registration, coordinate Chartered Management Institute (CMI) programme submissions for moderation, and manage certification claims for eligible students.

Regulatory

• Organising AMU Senate meeting every month.

- Schedule Senate meeting.

-Preparing Minutes of previous Senate meeting/Matters Arising & Action Taken.

-Compiling Senate proposal.

-Preparing Senate meeting Documentation.

-Prepare extracted Minutes of Senate meeting to the Person in Charge.

• Schedule and organize AMU BOG meeting four times in a year.

-Preparing Minutes of BOG meeting/Matters Arising & Action Taken.

-Compiling BOG meeting reports/proposal.

-Preparing BOG meeting documentation.

-Arrange BOG Meeting refreshment for every BOG meeting

• Update and report to the Registrar for any amendment and changes to be done in E-IPTS (Modul Syarikat, Modul Penubuhan, & Modul Pendaftaran Universiti)
• Develop and compile the annual university calendar, incorporating key academic and administrative meetings.

Safety & Health Committee

• Serve as Secretary for the Safety and Health Committee, providing administrative and coordination support.
• Prepare reports for submission to Group OSH (Quarterly).