Executive , Examanation , Academic Administrative Department (HR-360)

Job Overview

To support the planning, coordination, administration, and execution of examination-related activities while ensuring compliance with University regulations, academic policies, and quality assurance requirements. The Executive is responsible for maintaining the integrity, confidentiality, accuracy, and smooth operation of examination processes from examination preparation through to result publication.

Responsibilities

1. Examination Materials Management

• Receive, verify, organise, and maintain the confidentiality of examination question papers and related materials.
• Coordinate the secure printing, packaging, distribution, collection, and return of examination materials.
• Ensure proper recording and tracking of examination materials throughout the examination process.
• Maintain secure storage of confidential examination documents and materials.
• Report any discrepancies, missing materials, or security concerns to the Manager or Head of Examination Department.

2. Examination Operations

• Coordinate invigilator assignments, examination briefings, venues, and other operational arrangements.
• Monitor examination sessions to ensure compliance with examination regulations, procedures, and approved schedules.
• Handle examination incidents and irregularities and prepare the necessary incident reports.
• Coordinate emergency and contingency arrangements during examination sessions.
• Support the smooth and timely execution of examination activities.

3. Student Examination Services

• Process and manage Examination Entrance Slips (EES) and related examination documentation.
• Respond to student enquiries regarding examination schedules, requirements, procedures, and regulations.
• Coordinate examination appeals, special examination applications, and other examination-related requests.
• Verify student eligibility and examination registration status.
• Liaise with relevant faculties and departments to resolve student examination matters.

4. Examination Result Processing

• Assist in the verification and consolidation of examination results.
• Coordinate the timely submission of examination results and supporting documentation from faculties.
• Prepare examination result documentation for Faculty Examination Board and Senate consideration and endorsement.
• Support the approved publication and release of examination results.
• Maintain accurate records of approved examination results and related documentation.

5. Records and Documentation

• Maintain accurate and up-to-date examination records, databases, and documentation.
• Prepare examination reports, statistics, and other management information as required.
• Ensure examination documents are properly filed, archived, and retained in accordance with University record retention policies.
• Maintain proper documentation and version control for examination-related records.
• Ensure the confidentiality and security of examination records at all times.

6. Compliance and Quality Assurance

• Ensure examination processes are conducted in accordance with University policies, academic regulations, and approved procedures.
• Assist in reviewing, developing, and updating examination SOPs, guidelines, and related processes.
• Support internal and external audits by providing relevant examination records and documentation.
• Identify operational gaps, risks, and opportunities for process improvement.
• Support the implementation of approved improvements to enhance the efficiency, accuracy, and integrity of examination processes.

7. Stakeholder Coordination

• Liaise with faculties, academic departments, Registry, Student Affairs, IT, Facilities, and other relevant internal and external stakeholders on examination-related matters.
• Coordinate examination-related meetings, briefings, and discussions.
• Provide administrative and coordination support for examination committees.
• Maintain effective communication with stakeholders to ensure examination activities are delivered according to approved schedules and requirements.

8. Other Duties

• Participate in convocation and other University events when required.
• Provide administrative and operational support for other academic or examination-related activities as assigned.
• Perform any other duties and responsibilities assigned by the Manager or Head of Examination Department.

Qualifications

Required Qualifications

• Bachelor’s Degree in Education, Business Administration, Management, Administration, Information Management, or any related discipline.
• Fresh graduates are encouraged to apply.
• Candidates with relevant experience in higher education administration, examination management, academic administration, or student services will be an added advantage.

Preferred Qualifications / Competencies

• Good understanding of academic policies, examination procedures, and higher education administration processes.
• Proficient in Microsoft Office applications, particularly Microsoft Excel, Word, and PowerPoint.
• Ability to manage databases, prepare reports, and maintain accurate and organised records.
• Strong administrative, coordination, documentation, and organisational skills.
• Good written and verbal communication skills in English and Bahasa Malaysia.
• Strong attention to detail and ability to work accurately within strict timelines.
• Ability to handle confidential and sensitive information with professionalism, discretion, and integrity.
• Good problem-solving and interpersonal skills.
• Ability to work independently and collaboratively with faculties and cross-functional departments.