Administrative Executive, Global Student Office at Heriot-Watt University

, , Malaysia -

Full Time

Start Date

Immediate

Expiry Date

11 Mar, 26

Salary

0.0

Posted On

11 Dec, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Communication, Interpersonal Skills, Customer Orientation, Attention to Detail, Problem-Solving, Team Working, Organizational Skills, Visa Processing, Student Support, Cultural Activities, Event Planning, Medical Insurance, Documentation Management, Orientation Programs, International Partnerships, Advisory Services

Industry

Architecture and Planning

Description

The Global Student Office (GSO) section under Student Life division has the following main functions: To assist the management all international student pass/visa applications via the Education Malaysia Global Services (EMGS) and/or Immigration Department of Malaysia. To provide professional services for all international students in the form of support, information, and guidance to enhance their university experience. To deliver effective orientation and guidance programmes to ease the transition into Malaysia and enable international students to integrate effectively in Malaysia. To assit the management of the inbound and outbound of the Go Global and short-term study/mobility programmes for Malaysia campus including Study Abroad students. The GSO has close links with all academic schools and professional services departments such as Student Recruitment, Admissions, Registry, Finance, Campus Services, Student Associations within the University, and as well as the International Student Advisors' Office and Go Global Office at Heriot-Watt University, UK. It maintains professional links with the Education Malaysia Global Services (EMGS), the Immigration Department of Malaysia, Embassies/High Commissions, other related regulatory bodies, and authorities including the Royal Malaysia Police and etc. This position reports to the Manager, Global Student Office. Key Duties and Responsibilities Provide professional and specialist advice to international students on student pass/visa processes, which include new applications, endorsements, transfers of endorsement, variations, extensions/renewals, cancellations, as well as other related requirements such as pre arrival and post arrival medical screening and medical insurance. Ensure that the international student pass processes adhere to the rules, policies and procedures of the Malaysian Government and implemented by Immigration Department of Malaysia and EMGS. Ensure that international students are well-informed of the developments and issues related to student pass/visa, and also the requirements for international students as specified by the Immigration Department of Malaysia and Ministry of Education. Check and maintain the submission of documents for student pass/visa processing from various sources, such as Admissions, students, and other staff; ensure all required documents are complete and filed accurately. Provide assistance on student pass/visa applications via the EMGS and/or Immigration Department of Malaysia, which include monitoring of student pass/visa/medical insurance expiry dates and approval status of student pass/visa applications and medical check-ups. Manage the safe-keeping and recording of passports and cash payments for student pass/visa processing. Maintain an accurate register on student arrivals and arrange suitable transport for students to get to their accommodation with the airport arrival immigration clearance team. Assist with managing of arrival of new international students – pre-arrival advice, airport pickups, welcome sessions, medical test, opening bank accounts, etc. Support and assist the establishing international partnerships with other universities and creating opportunities for students to undertake short-term study/mobility programmes externally. Manage the issuance and renewal of i-Kad. Notify international students on visa renewals and cancellations. Provide timely reports, analysis and recommendations to the Senior Manager, Student Support Services; responding to or escalate, as appropriate, requests and emerging issues in a timely and constructive manner. Provide assistance for the planning, preparing, and implementing the various GSO/Student Life’s events such as orientations/inductions, briefings, and cultural activities. Communicate in person or by telephone/email with customers in a professional and tactful manner. Respond to customers promptly and accurately. Maintain confidentiality of University and student records. Undertake any other tasks as assigned by the Manager, Global Student Office. Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post and its general responsibilities. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve. Person Specification Essential Minimum a diploma or equivalent. Experience in providing professional and confidential one to one advice services to students within the higher education industry. Good written and verbal communication in English and Bahasa Malaysia. Excellent interpersonal skills, dealing with a broad range of people. Customer oriented. Ability to prioritise work independently, whilst maintaining quality. Attention to detail. Effective computer, organisation, and problem-solving skills. Effective team working skills. Desirable Degree or equivalent qualification Experience in working within an international student office and / or global mobility office. Essential Criteria - these are attributes without which a candidate would not be able to undertake the full remit of the role. Applicants who do not clearly demonstrate in their application that they possess the essential requirements will normally be eliminated at the short-listing stage. Desirable Criteria - these are attributes which would be useful for the candidate to hold. When shortlisting, these criteria will be considered when more than one applicant meets the essential criteria.

Responsibilities

The Administrative Executive will provide professional advice to international students regarding visa processes and ensure compliance with Malaysian regulations. They will also assist in managing student arrivals and support various orientation and integration programs.