Admin and Operation Manager

Purpose of the Role:

The Admin and Operation Manager at City University Malaysia is responsible for overseeing the effective functioning of administrative and operational processes to support the university’s mission. The role ensures the delivery of high-quality administrative services and operational efficiency aligned with the institution’s strategic goals.

Key Responsibilities:Administrative Management:

• Supervise and coordinate daily administrative operations, including office supplies, equipment maintenance, and facilities management at City University Malaysia.
• Develop and implement administrative policies, procedures, and standards to ensure efficiency and compliance within the university’s framework.
• Manage correspondence, documentation, and record-keeping in a systematic and secure manner.
• Oversee contracts and agreements with vendors and service providers to support university operations.
• Ensure compliance with regulatory and legal requirements related to administrative functions.

Operational Oversight:

• Plan and manage daily operations to improve service delivery and operational effectiveness across university departments.
• Coordinate and monitor the implementation of operational projects and initiatives that enhance academic and administrative functions.
• Analyze workflow and propose optimization strategies to improve productivity.
• Oversee inventory control, procurement processes, and logistics operations to meet the needs of the university community.
• Ensure safety and security protocols are adhered to within the campus environment.

Team Management:

• Lead, mentor, and develop the administrative and operations team to achieve institutional objectives.
• Conduct regular performance reviews and provide feedback to team members.
• Foster a positive and productive working environment that supports staff development.

Financial and Budget Management:

• Develop and manage the administrative and operational budget, ensuring cost-effectiveness and alignment with university goals.
• Monitor expenditures and identify cost-saving opportunities.
• Prepare financial reports and operational analyses as required by the management.

Stakeholder Engagement:

• Liaise with internal departments to align administrative and operational efforts with the university’s strategic goals.
• Collaborate with external stakeholders, including vendors, service providers, and regulatory bodies, to ensure seamless operations.

Key Competencies and Skills:

• Leadership Skills: Ability to lead and motivate teams effectively within an academic environment.
• Problem-Solving: Strong analytical and decision-making skills to address university-specific challenges.
• Organizational Skills: High attention to detail with excellent planning and time-management abilities.
• Communication Skills: Exceptional written and verbal communication skills tailored to academic and administrative contexts.
• Technical Proficiency: Familiarity with office management software and ERP systems used in higher education.
• Financial Acumen: Knowledge of budget management and cost control within a university setting.
• Adaptability: Ability to thrive in a fast-paced and dynamic environment.

Qualifications and Experience:

• Bachelor’s degree in Business Administration, Management, or a related field. A Master’s degree is a plus.
• Minimum of 5 years of experience in administrative and operational management roles, preferably in higher education.
• Proven track record in managing teams and improving operational processes in an academic environment.
• Experience with regulatory compliance and vendor management within Malaysia’s higher education framework.

Job Type: Full-time

Pay: RM2,589.10 - RM9,588.69 per month

Schedule:

• Monday to Friday

Experience:

• managing admin and operation team: 5 years (Required)