IIUM ON DEMAND EMPLOYMENT Administrative Assistant (Clerical/ Operation)

Overview

IIUM ON DEMAND EMPLOYMENT Administrative Assistant (Clerical/ Operation) Jobs in Greater Kuantan at International Islamic University Malaysia (IIUM)

Title: IIUM ON DEMAND EMPLOYMENT Administrative Assistant (Clerical/ Operation)

Company: International Islamic University Malaysia (IIUM)

Location: Greater Kuantan

REALISE THE POTENTIAL OF YOUR PROFESSIONAL DISTINCTION

IN THE GARDEN OF KNOWLEDGE AND VIRTUE

We are a well-known international university fully committed to comprehensive excellence in its academic pursuit and its administration. We extend an invitation to those who wish to contribute towards reaching our vision of revitalizing the intellectual dynamism of Islam and the Muslim Ummah and contribute towards the improvement of qualities of human life and civilization.

Minimum Qualifications

Applicants must possess:

• Sijil Pelajaran Malaysia (SPM) or an equivalent qualification recognised by the Government of Malaysia/IIUM; and
• Basic administrative and computer skills.

Added Advantages

• Certificate or Diploma in Office Management, Business Administration, Information Management or another relevant discipline.
• Previous administrative or clerical experience.
• Previous experience in a university, healthcare or educational environment.
• Experience supporting ODL/e-learning programmes.
• Experience handling student records, documentation, procurement, financial documentation, accreditation or audit preparation.

Minimum Competencies

Candidates Should Demonstrate

• Competency in Microsoft Word, Excel and PowerPoint.
• Basic competency in email, cloud storage, online forms, shared documents and other common digital office applications.
• Ability to perform accurate data entry and maintain electronic databases.
• Ability to organise and maintain systematic filing and records.
• Ability to prepare basic official correspondence, notices, reports and minutes.
• Good numerical and basic spreadsheet skills.
• High level of accuracy and attention to detail.
• Good organisational and time-management skills.
• Ability to prioritise tasks and meet deadlines.
• Good interpersonal and customer-service skills, particularly when dealing with students and lecturers.
• Good verbal and written communication skills.
• Ability to handle confidential information responsibly.
• Ability to work independently with minimum supervision and collaboratively as part of a team.
• Basic problem-solving ability and willingness to learn new administrative systems.
• Ability to adapt to digital and online administrative processes.

Other Requirements

Candidates are expected to:

• Demonstrate a high level of amanah, integrity, discipline, accountability and professionalism.
• Uphold the philosophy, mission, Islamic values and professional standards of IIUM.
• Demonstrate good akhlaq, courtesy and respect when dealing with students, colleagues and stakeholders.
• Maintain strict confidentiality of student, financial, personnel and academic information.
• Demonstrate punctuality, reliability and commitment to assigned responsibilities.
• Possess a positive attitude, pleasant personality and willingness to assist students and staff.
• Be meticulous and able to maintain accurate documentation.
• Be proactive, adaptable and willing to learn new systems and procedures.
• Work effectively in a multicultural and international University environment.
• Be willing to attend relevant training organised by the University/Kulliyyah.
• Be able to support programme activities outside normal routine duties when officially required and in accordance with University arrangements.
• Comply with all relevant IIUM policies, procedures, confidentiality requirements and Code of Ethics.

LANGUAGE QUALIFICATION

All candidates must have obtained Credit (at least C) for Bahasa Malaysia and English (including oral examination)

in Sijil Pelajaran Malaysia (SPM) level or equivalent qualification recognized by the Government.

“In support of Maqasid Shariah, IIUM is a smoke free Campus”

Click the link to sign up for application: https://huris.iium.edu.my/recruitment/ (http://huris.iium.edu.my/recruitment/)

Scope

• To provide comprehensive administrative, student support, documentation and operational support for the Bachelor of Nursing (Honours) via ODL programme.
• The Administrative Assistant will facilitate effective communication and coordination between students, lecturers, ODL management and relevant University offices while maintaining accurate academic, administrative and financial records.
• The position also supports the Kulliyyah in maintaining proper documentation for quality assurance, accreditation and audit purposes.

Key Responsibilities

The Successful Candidate Will Be Responsible For

• Providing day-to-day administrative and clerical support for the ODL programme.
• Managing, updating and maintaining student records, databases, correspondence and programme documentation.
• Assisting in student admission, registration, orientation and related administrative processes where required.
• Coordinating communication and dissemination of information between lecturers, students, the ODL team and relevant University offices.
• Responding professionally and promptly to routine student enquiries and directing more complex matters to the appropriate officer.
• Preparing official correspondence, letters, memoranda, notices, reports, meeting documents and other administrative materials.
• Preparing agendas and taking, preparing and maintaining minutes of meetings.
• Maintaining systematic and secure physical and electronic filing systems.
• Assisting with scheduling of meetings, classes, briefings, examinations, workshops and other ODL activities as required.
• Assisting in processing and tracking claims, payments, purchases and procurement documentation.
• Maintaining proper records relating to purchases, payments and other financial documentation.
• Assisting in preparing documentation and evidence required for quality assurance, accreditation, MQA/MNB-related exercises and internal/external audits, as directed by the responsible officer.
• Assisting with preparation, checking, compilation and archiving of programme documents and supporting evidence.
• Supporting student welfare and administrative coordination by directing students to the appropriate University services where necessary.
• Maintaining confidentiality and appropriate handling of student, staff, financial and academic information.
• Supporting ODL events, meetings, workshops and other programme-related activities.
• Performing data entry and preparing simple summaries, tables, statistics and administrative reports.
• Performing other administrative duties assigned by the Kulliyyah or authorised supervisor from time to time.