Job Responsibilities
PROGRAMMES LEVEL
- External Teaching - Prepare appointment letters, prepare invitation letters, prepare schedule of visit, Arrangement of transport and accommodations, check RETH forms, check claims & submission of claims using KUBE
- Academic Appointments - Prepare coordinators appointment letters, Send PDF letters to the coordinators, Update school coordinator master list, Update Deanery masterlist for HR & Save all files in SharePoint.
- Budget & Claims - Monitoring of budget and claims, Submission of claims to finance and HR & Update the monitoring in SharePoint.
- MOH Payments - Prepare student list, prepare letter for MOH, Request for cheque from finance, send all the documents to MOH & Follow up on receipt of payment.
- Yearly budget submission for all programmes - preparation, compilation, justification, submission through budget system.
- Conference Budget - Receive conference form, get Dean's approval, update monitoring in SharePoint & submit to HR.
- Purchasing (FITS) - Getting quotation, getting approval from Dean, get approval email from Deans& Submit all the documents to Purchasing Department by Email.
Principal Accountabilities
- CAC - sending meeting invite, preparation of agenda, formatting of CAC papers, writing of minutes, preparation of follow up documents for FB and Senate and preparation of letters.
- GPAC - assist the programmes with preparation of agenda, coordination of meetings and event, logistic arrangements, zoom hosting and preparation of minutes.
- CTNH - preparation of minutes, preparation of correspondence and documentation, assist faculty in charge with budgeting, assist the PIC with the project and supporting in coordination of events and webinars under CTNH.
- Food Handlers Course - preparation and monitoring of attendance, logistic arrangement for the training, assist trainer/coordinator in correspondence and documentation, preparation of student handouts, result tracking, attendance certificate printing and conducting the course according to the MOHE audit requirement.
- Online Attendance (DN, NT, NU, BM, MB, DME) - preparation of online attendance template with the sessions, updating of the student leave letters and approval of leave recorded, follow up with student on the absenteeism and all correspondence of teaching and learning session with students.
- Student Portfolio Assistance
- Repeat, deferment and withdrawal process - follow up with student, updating monitoring share point record and get approval.
- Student details verification required by other departments - calling and follow up with student, updating the monitoring and the related departments.
- Programme admission - follow up on the requirement documentations from students.
- Mentor mentee - assist in monitoring of mentor mentee reporting records by semester.
- Supporting the Associate Dean with portfolio - student mobility, research, quality documentations, meetings and correspondences.
- PGDME ODL & Nursing ODL - coordination of meetings, preparation of papers, preparation of correspondence, writing of minutes and coordination of the programme administrative role.
- Assist in monitoring, correspondence, follow ups for all the other programme and school related matters.
- Assist in writing minutes for any other meeting required by the programme or school level.
Job Requirements
- Fresh graduate.
- Minimum Diploma in a related field of studies.
