(AMU) Executive, Academic Office

Job Overview :

The Executive, Academic Office is responsible for supporting the daily academic administrative operations of the University. The role includes coordination of academic documentation, student academic matters, quality assurance support, and communication with faculties and relevant departments to ensure smooth academic operations and compliance with University requirements.

Responsibilities :

1. Academic Administration

• Support the administration and coordination of academic operations and activities under the Academic Office.
• Assist in managing academic documentation, records, correspondence, and filing systems in both physical and electronic formats.
• Coordinate academic matters involving faculties, centres, departments, and relevant administrative units.
• Assist in monitoring compliance with academic policies, procedures, regulations, and operational timelines.
• Support programme administration matters including programme updates, academic scheduling, curriculum documentation, and academic operational activities.

2. Student Academic Management

• Assist in handling enquiries from students, academic staff, and external stakeholders on academic matters.
• Coordinate documentation related to examination and assessment processes where required.
• Support academic related student matters including registration, progression, deferment, withdrawal, graduation, and academic status administration.
• Implement feedback from external examiners, industry panels, and students to continuously improve teaching and learning quality.

3. Quality Assurance and Compliance

• Support quality assurance and accreditation related activities including preparation of supporting documents and evidence.
• Assist faculties and departments in compiling academic information for audits, accreditation exercises, and regulatory submissions.
• Assist in maintaining proper version control and documentation management practices.
• Support continuous quality improvement initiatives within academic operations.

4. Communication and Coordination

• Liaise effectively with faculties, centres, academic staff, students, and administrative departments on academic operational matters.
• Coordinate meetings, academic events, workshops, briefing sessions, and academic related activities where required.
• Prepare official letters, memos, reports, and academic related communication.
• Assist the Deputy Vice Chancellor (Academic) in coordinating academic operational matters and follow up actions.

5. General Responsibilities

• Ensure confidentiality of official University information and records.
• Comply with University policies, procedures, regulations, and code of conduct.
• Undertake any other duties and responsibilities as assigned by the University from time to time.

Requirements :

• Bachelor’s Degree in Administration, Management, Education, Business Administration, or related field from a recognised institution.
• Minimum one (1) to three (3) years of relevant working experience in academic administration or higher education environment is preferred.
• Fresh graduates with strong administrative and communication skills may also be considered.
• Good understanding of academic administration processes and higher education operations will be an added advantage.
• Good written and verbal communication skills in English and Bahasa Malaysia.
• Good interpersonal, organisational, and coordination skills.
• Ability to work independently and as part of a team.
• Good computer literacy including Microsoft Office applications and academic management systems.
• Ability to manage multiple tasks and work within deadlines.