Executive, Centre of Postgraduate Studies

Job Responsibilities

Secretarial Function to the Deputy Director

• Managing calendar, meetings and appointments
• Deputy Director’s approval documentation
• Checking letters, documents which need Deputy Director’s approval
• Any other work tasked by the Deputy Director
• Compilations of Reports, Data required by Deputy Director

Administrative Function

• Reporting: Compilation, formatting and submission - BOG Report, Senate Report, VC Report
• University Assessment: Accreditation, MyRA, SETARA, MQA Audir, Audit Visits - Prepare, print, and submit documentation required for accreditation, SETARA, MYRA, MQA assessments, and audit visits.
• Event Coordination and Reporting: Coordinate and report on events at both the university and department levels, including but not limited to Scientific Advisory Board, Visiting Research Professor and other relevant seminar/talks/conference/ Prepare and distribute meeting minutes as needed.
• MOU Renewals & MOU Signing - coordination and signing process
• Report Compilation: Compile, format, and submit various reports, including those related to the Institute for Research, Development and Innovation and IRDI Monitoring, to ensure compliance and accountability.
• IRDI Research Excellence Scholarship - Compile and process documents for review and approval in ensuring accuracy, completeness, and compliance with institutional policies. Manage and monitor the student progress, tracking key milestones, providing necessary support, and ensuring adherence to academic and administrative requirements

Administrative Function to the Programme

• External Teaching: External Examiners, Visiting Lecturers, Guest Lecturers & Adjunct Lecturers - preparation of letters, schedule of visit, coordination of visit, submission of claims
• Academic Appointments: Programme Director, Supervisors, Internal Examiners, members of CAC and SQC - preparation of letters, updating the share point and emailing letters to relevant faculties
• Budget & Claims - monitoring of claims and budgets, submission of monthly claims
• Yearly budget submission for all programmes - preparation, compilation, justification, submission through budget system.
• Purchasing (FITS) - submission of quotation and the whole process of purchasing
• Curriculum Revision Records, Filing & Monitoring – updating of curriculum revision records, filing, and monitoring of all documentations related to running of the programmes.
• Ensure the governance and LOA of programme management is followed.
• Executing the roles of a Document Holder for the SOP of Management of Postgraduate Studies By Research (IMU/SOP/SOPG/01) which include updating, ensure compliance and various audits.
• Monitoring and processing new student applications.
• Responsible for the monthly Term Activation (in SLIM) and subsequently support the billing process of all students till completion.
• Main data provider for PG By Research programmes under MyRA.
• Fully in charge of the examination process of all students, incl. payment of VIVA fee, conduct of VIVAs, endorsement of results, graduate lists and preparation of academic transcripts.

Secretarial Support for Meetings

• CAC Meetings - compilation of CAC papers, formatting, preparation of agenda, invite to CAC members and student representatives, preparation of minutes meeting, follow up letters, submission to Faculty Board and Senate
• Centre Meeting, Centre Management Meeting, Programme Meeting, Working Group Meetings and Any other Academic Meetings – preparation of agenda, compilation of papers/appendices, invitation to members, preparation of meeting minutes and follow up list

Support to Student Related Matters

• Oversee the enrolment process of new students.
• Student Related Letters - Semester progression, warning, show cause, plagiarism, deferment.
• Claims - compilation, getting approval and submission of students claims
• Handling and manage students’ requests with regards to Postgraduate Lounge.
• Three-monthly student progress reports, deferment, re-enrolment & withdrawal processes monitoring via BPM.
• Mentor Mentee (Advisor Advisee Module in SLIM) - assigning mentees to mentors, tagging in system, 1st mentor mentee meetings coordination, mentor mentee presentation slide, reallocation of mentors in system, preparation of mentor mentee reports
• Manage the application, selection, signing of agreement, compilation of database, and reporting of Research Excellent Scholarship.

Any other duties commensurate with the grade of the post, as requested by Manager, Deputy Director and the Director of IRDI.