Job Title: Executive (Admission & Visa)
Department: International Student Office
Reports To: Managing Director
Salary: RM2,000 – RM2,500
Location: SS15, Subang Jaya
Job Summary
The Admission & Visa Executive plays a pivotal role in facilitating the admission process and visa arrangements for international students. The incumbent will ensure compliance with Immigration Department regulations, EMGS policies, assist students through the admissions journey, and maintain meticulous visa records. This role demands strong attention to detail, excellent organizational skills, and a student-focused approach.
Roles and Responsibilities
1. International Admissions
Efficiently managing the international admissions process is critical to ensuring a seamless experience for prospective students. The role encompasses:
Application Management:

• Processing online and paper-based applications for international students.
• Verifying the authenticity of submitted documents such as transcripts, certificates, and passports.
• Ensuring that all entry requirements are met, including English language proficiency.

Communication:

• Acting as a liaison between students, academic schools, and external agents.
• Responding promptly to queries about programmes, admissions requirements, and deadlines.
• Updating students about their application status, including conditional and unconditional offers.

Pre-Arrival Guidance:

• Assisting with orientation materials and pre-arrival checklists.
• Explaining next steps, such as payment deadlines and visa application procedures.

2. Student Visa Processing
Managing visa processes for international students involves close coordination with immigration authorities and adherence to local regulations:
Visa Application:

• Assisting students in preparing required documents for visa applications, such as offer letters, financial proof, medical reports, and academic records.
• Guiding students through the submission process, whether through EMGS (Education Malaysia Global Services) or directly to the immigration department.

Compliance:

• Staying up-to-date on Malaysian immigration laws and requirements.
• Ensuring all submitted documents meet the immigration department’s standards.

Visa Approvals:

• Following up with EMGS or immigration authorities to expedite approvals.
• Updating students on visa application progress and providing a timeline for completion.

3. Visa Renewal Processes
Ensuring international students maintain valid visas throughout their study period is essential:
Monitoring Visa Validity:

• Creating a tracking system to monitor student visa expiration dates.
• Sending timely reminders to students about approaching renewal deadlines.

Document Preparation:

• Collecting and verifying renewal documents, including passport validity, academic performance records, class attendance and proof of continued enrollment.

Submission and Follow-Up:

• Submitting visa renewal applications promptly and coordinating with immigration authorities to resolve potential issues.

Emergency Cases:

• Managing urgent cases where visas have expired, ensuring proper guidance to resolve overstay situations.

4. Dependent Visa Management
Dependent visas are often required for the family members of Post Graduate international students:
Eligibility Verification:

• Confirming eligibility for dependents under the current immigration policies.
• Ensuring the student meets financial and other requirements to support dependents.

Application Support:

• Assisting with documentation, including marriage and birth certificates, translated into English (if required).
• Coordinating with immigration authorities to facilitate smooth application submission and approval.

Renewals and Cancellations:

• Managing renewal processes for dependent visas and advising on cancellation procedures if dependents leave Malaysia or no longer qualify.

5. Special Pass Management
Special Pass 1, Special Pass 2, and Check-Out Memo:

• Preparing and submitting applications for Special Pass 1 and Special Pass 2 to address specific visa-related issues, such as expired visas or transitional periods.
• Coordinating with immigration authorities to obtain the Check-Out Memo for students concluding their stay in Malaysia or transitioning to other institutions.
• Ensuring timely communication with students about the purpose, process, and timeline for obtaining special passes.

6. Reporting Non-Active Students
Monitoring and Compliance:

• Identifying students who are no longer active in academic programmes.
• Preparing reports for submission to relevant immigration and other authorities to maintain compliance.
• Coordinating with internal academic schools and external agencies to ensure accurate and timely reporting.

7. Preparing Process Flow and SOP for Admissions and Visa Processes

• Developing and documenting standardized process flows for international admissions and visa-related activities.
• Creating and maintaining Standard Operating Procedures (SOPs) to ensure clarity, consistency, and compliance.
• Regularly reviewing and updating process flows and SOPs to reflect changes in policies or regulations.

8. Other Tasks Assigned by the CEO & Managing Director

• Executing additional duties or projects as directed by the CEO and Managing Director to support institutional objectives.
• Providing strategic input on process improvements, new initiatives, or challenges related to international admissions and visa management.
• Collaborating with cross-functional teams to address ad hoc requirements or organizational priorities.

Job Type: Full-time
Pay: RM2,000.00 - RM2,500.00 per month
Schedule:

• Monday to Friday

Ability to commute/relocate:

• Subang Jaya: Reliably commute or planning to relocate before starting work (Required)

Education:

• Diploma/Advanced Diploma (Required)

Language:

• English (Required)