Assistant Manager, Admissions and Records (AMU)

About this role

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. **Key Responsibilities** **Admission & Records** * Assesses student academic credentials, reviews application documents, evaluates and renders decisions for admission, including local and international students. * Utilises 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 organising registration day for new enrollment through a hybrid format. Encourage and brief 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 the troubleshooting 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, organise, 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 the recruitment department pertaining to the new admission/applicant to train them pertaining to all related matters to the admission and records departments. * Preparing the monthly billing according to the current academic calendar for the start date and end date of the 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 request. * 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 the recipient of payment. * Responsible for preparing certificates and are ready to be delivered to the 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 the previous Senate meeting/Matters Arising & Action Taken. * Compiling Senate proposal. * Preparing Senate meeting Documentation. * Prepare the extracted Minutes of the Senate meeting for the Person in Charge. * Schedule and organise AMU BOG meeting four times a year. * Preparing Minutes of BOG meeting/Matters Arising & Action Taken. * Compiling BOG meeting reports/proposal. * Preparing BOG meeting documentation. * Arrange BOG Meeting refreshments for every BOG meeting * Update and report to the Registrar for any amendments 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).