School Administrator - Positive Work Culture

Role Purpose

• To efficiently and confidentially manage all administrative support functions within the School.
• Provide secretarial support to Dean of School.

Job Requirement

• Minimum of 3 years of administrative/secretarial experience.
• At least 2 years of working experience in an academic environment, with exposure to the medical education field being an added advantage.

Principal Accountabilities

Secretarial Function to the Dean of School

• Calendar and Meeting Management: Responsible for organizing the Dean's schedule, meetings, and appointments.
• Document Approval: Ensuring the timely processing and approval of documents requiring the Dean's authorization.
• Document Review: Conducting a thorough review of letters and documents that necessitate the Dean's approval.
• Ad Hoc Tasks: Assisting the Dean with any additional tasks as assigned.
• KPI Compilation and Report Preparation: Compiling Key Performance Indicators (KPIs), reports, and data as needed by the Dean.

Secretarial Support for Associate Deans

• Meeting and Appointment Management: Efficiently coordinate meetings and appointments for the Associate Deans.
• Data Compilation Assistance: Provide support in gathering and organizing necessary data.
• Report Compilation and Formatting Aid: Assist in compiling and formatting reports as required by the Associate Deans.

Administrative Function to the School

• Academic Reporting: Responsible for compiling, formatting, and submitting various academic reports, including those for the Board of Governors (BOG), Senate, Vice-Chancellor (VC), and MPU status updates.
• Accreditation, SETARA, Audit Visits: Prepare, print, and submit documentation required for accreditation, SETARA assessments, and audit visits.
• Event Coordination and Reporting: Coordinate and report on events at both the university and school levels, including but not limited to PEAC (Programme Evaluation and Assessment Committee) meetings, Academic Council gatherings, Prize Presentation Ceremonies, Convocations, and other relevant events. Prepare and distribute meeting minutes as needed.
• MOU Renewals and Signing: Handle the coordination and signing process for Memoranda of Understanding (MOU) renewals and new MOU signings.
• Report Compilation: Compile, format, and submit various reports, including those related to the Academic Quality Committee (AQC) and School Monitoring, to ensure compliance and accountability.

Administrative Function to the Programme

• External Teaching Support: Coordinate External Examiners, Visiting Lecturers, Guest Lecturers, Preceptors, and Adjunct Lecturers, including letter preparation, visit schedules, and claims submission.
• Academic Appointments: Manage academic appointments for roles such as Programme Director, Semester Coordinator, Clinical Coordinator, Module Coordinator, Deans Vetting Committee, and Student Progress Committee. Prepare appointment letters, update SharePoint, and distribute relevant documents to faculty members.
• Budget and Claims Oversight: Monitor budget allocations and claims, ensuring accurate and timely submission of monthly claims.
• MOH Payments: Facilitate Ministry of Health (MOH) payments, including preparing student lists, generating MOH letters, requesting cheques, and submitting documents for KKM (Kementerian Kesihatan Malaysia) approval.
• Yearly Budget Submission: Prepare, compile, justify, and submit yearly budgets for all programmes through the budget system.
• Conference Budget Management: Compile and review conference forms to ensure compliance with the budget, obtain Dean's approval, and submit to the HR department.
• Purchasing (FITS): Handle the entire purchasing process, including the submission of quotations and procurement activities.
• Curriculum Revision Records and Documentation: Update curriculum revision records, maintain filing systems, and monitor all documentation related to the management of the programmes.

Support to Student Related Matters

• Student-Related Letters
• Claims Management
• Repeat, Deferment, Re-Enrolment, and Withdrawal Process
• Online Attendance and Student Leave
• Mentor-Mentee (Advisor-Advisee Module in SLIM)