Executive, Academic Services (Undergraduate) - #1098540

Responsibilities:

• Handling administrative processes, including update of student records, matriculation, certification letters, feedback, learning outcome and other student related matters

• Assisting faculty in Module Profile updates and mark entry for every Trimester

• Assisting faculty in admission screening related matters and checking of matriculation documents

• Ensure set up for the classroom is conducive for lectures and assist lecturers during the teaching period

• Assist in examination invigilation and student exam appeal

• Process, verify lecturers’ teaching claims and submit to finance department

• Provide administrative support to students’ internship/thesis placement with local or overseas institutions/companies, arrangement of company visits, overseas immersion programme, and others

• Liaise with partner university for all IT account issues for lecturers: VPN, IN4SIT, xSite, Sharepoint, or any other IT related within SIT system

• Managing Alumni and Career Services database as well as to plan for events for Undergraduate and Postgraduate department

• Provide support for events i.e., graduation, orientation, Oktoberfest, or any other activities internally and externally (SIT)

• Prepare Purchase Requisitions (PR) and Purchase Quotations (PQ) for event-related needs, including catering services and transport arrangements.

• Manage monthly procurement of groceries and office stationery to ensure timely stock replenishment.

• Coordinate local and international courier services, ensuring timely and cost-effective delivery of documents and materials.

• Arrange accommodation and hotel bookings for professors, visiting faculty, and guests in accordance with organizational guidelines.

• Process and manage tax invoices related to the Undergraduate Department, ensuring completeness and accuracy for Finance submission.

• Provide administrative support to management in the office.

  Support the planning and execution of events, including logistics coordination, vendor liaison, setup arrangements, and on-site assistance.

• Any other ad-hoc tasks as assigned

Requirements:

• Candidate must possess at least a Diploma in any field.

• At least 2–3 years of relevant administrative or academic support experience, preferably in a higher education or training institution.

• Strong administrative and organisational skills with attention to detail.

• Good verbal and written communication skills.

• Proficient in Microsoft Office applications (Excel, Word, PowerPoint) and comfortable using digital platforms for academic and admin processes.

• Ability to multitask, prioritise effectively, and work independently with minimal supervision.

• A team player with a proactive attitude and strong interpersonal skills.

• Able to handle confidential information with integrity and professionalism.

• Willing to work on weekends as and when required (kept to a minimal)