Executive – Administration

Supporting the Dean and Deputy Dean by maintaining an organised office environment, ensuring efficiency and effectiveness in faculty operations, and providing administrative assistance for the faculty’s daily activities.

a) GENERAL ADMINISTRATION

• Assisting Dean & Deputy Dean (S)
• Budget/Finance
  • Faculty Annual Budget preparation.
  • Faculty expenditure monitoring.
  • Student’s / Faculty activities proposal reviewing.
  • Request for budget through Executive Management Committee Meeting.
  • Part-timer/Invited Lecturers Claim for all programmes.
  • Cross-checking with Finance department regarding the budget & expenses updates.
• Report & Working Paper Preparation
• Senate Paperwork – Bachelor & PG programs.
• Sub Senate Examination Result Paperwork – Bachelor & PG programs.
• Sub Senate New Programs & Curriculum Paperwork – Bachelor & PG programs.
• University Management Committee (UMC) Paperwork.
• MQA Documents – PG & Bachelor programs.
• Faculty Affairs
  • Preparation of documents for programmes accreditation and visit.
  • Preparation of documents with regards to Professional & Regulatory Bodies;
  • MQA, MOHE, MOH, SPA, Pharmacy Board, and etc.
  • Assisting the dean in preparation for Appraisal, KPI, Promotion exercise.
  • Secretariat for Workshop or training conducted by Faculty of Pharmacy.
• Secretary
  • Administrative Meeting.
  • Faculty Meeting.
  • Quality Audit Committee Unit.

b) PROGRAMMES

• Post-graduate Programmes
  • Oversee the operation of the Post-Graduates programmes v Assisting Deputy Dean (Academic Affairs), Programme Coordinators Preparation of the annual Academic Calendar v Students’ registration process.
  • Registration setting through Campus Management System (UC Campus) for new intake and returning students
  • New Intake Registration & Returning Students Registration / Students Semester & Course Registration Database v Re-sit & Repeat Examination registration
• BPharm (Honours) Programme & Post-graduate Programmes
  • Assisting Deputy Dean (Academic Affairs)
  • Assisting Office of Deputy Vice-Chancellor, Academic and Research Excellence (ARE)
  • Preparation of the annual Academic Calendar
  • Course Preparation
• Course File
• Attendance List
• Invited Lecturer’s Appointment
• Arrangement for Clinical Attachment
• Students Registration process
  • Registration setting through Campus Management System (UC
  • Campus for new intake and returning students.
  • Students Semester & Course Registration Database
  • Re-sit & Repeat Examination registration
• Student’s Profile
  • Student Status updates
• Student Handbook preparation v Timetable
  • Venue Booking
  • AV Equipment (LCD & PC) Booking
  • Timetable announcement to students
• Student Activities
  • Assisting Deputy Dean (Student Affairs)
  • Assisting StaD
  • Chairperson during student’s activities
• Examination
  • Mid-Semester Examination
    • Results Announcement to students
    • Venue Booking
    • Printing Question Paper
• Preparation of materials required for the Mid-Sem Exam
• Final Examination
  • Final Examination Timetable to Examination Unit
  • Submission of Final Examination Question Paper to Examination Unit
  • Ensure the Venue & Administrative Staff Invigilators
  • Co-invigilator
  • Results preparation and compilation to SSC
  • Course Audit Report

• Students’ Course Evaluation
  • Distribution of Online Course Evaluation Form
  • Analysis / Summary from the Course Evaluation
  • Grand Reflections & Remedial Action Record
  • UC Campus Person-in-charge

c) COMMITTEE

• Quality Assurance Committee Member for FOP
• UoC Convocation, Working Committee
• Occupational Safety & Health Committee UoC
• Emergency Response Team UoC
• Halal Science Committee
• Admin Committee

• Possess at least a Bachelor’s Degree in any discipline.
• Demonstrate a minimum of two years of relevant work experience, preferably in an academic setting.
• Computer literate with good IT skills and proficient in MS Word, MS PowerPoint and MS Excel.
• Familiarity with MQA documentation will be considered an added advantage.
• Excellent written and communication skills in English.
• Strong organisational and multitasking skills.
• Uphold good work ethics, reflecting integrity and professionalism.