ASSISTANT MANAGER, ADMISSIONS & STUDENT SUPPORT

The Assistant Manager Admissions & Student Support oversees all processes after the Application Fee is paid, including assessment coordination, documentation verification, issuance of the Letter of Offer, student onboarding, and visa/immigration compliance for international students and guardians.

The role also supervises the Student Services and Front Desk teams to ensure high-quality service delivery and a positive experience for parents, students, and visitors.

This position requires close collaboration with the Records Office and Bursary Office to ensure data accuracy, operational alignment, and seamless student lifecycle management across departments.

KEY RESPONSIBILITIES

1. Post-Admissions Management

• Manage the full post-admissions workflow starting immediately after parents pay the Application Fee.
• Coordinate and schedule the student assessment test, including communication of instructions, arrangements, and timelines.
• Liaise with Academic Teams for assessment marking, feedback, and class placement recommendations.
• Issue the Letter of Offer following successful assessment and documentation review, ensuring timely acceptance by parents.
• Collect and verify all required documents (passports, birth certificates, academic records, medical forms, fee confirmations).
• Guide parents through onboarding requirements and ensure timely submission of all documentation.
• Prepare complete student profiles for handover to Academic, Finance, Boarding, Operations, and Security teams.
• Ensure students receive onboarding details (orientation, IDs, procedures, schedules).

2.International Student & Guardian Visa Management

Manage visa processes for new and current students, including:

New Student Pass applications

Student Pass renewals

Guardian Pass applications and renewals

Dependant passes, cancellations, extensions, special passes

Prepare and issue all MOE Visa Supporting Letters.

Liaise with Immigration Malaysia, MOE, School Immigration Representative, parents and guardians

Track visa expiry dates, processing progress, and compliance deadlines.

Ensure complete and accurate visa documentation for audits and inspections.

3.Student Support & Onboarding

Coordinate all onboarding activities including class placement, school ID issuance, uniform and transport guidance, and orientation schedules.

Serve as the primary contact for parents during the transition period.

Assist international students with settlement and liaise with Boarding where applicable.

4.Compliance & Reporting

Ensure full compliance with MOE, Immigration Malaysia, and school policies.

Maintain dashboards and reports on:

• Enrolment numbers
• Visa statuses
• Admission Status (Acceptance / Decline / Postponements and etc)
• Onboarding progress

Support internal and external audits through accurate documentation.

5.Customer Service & Stakeholder Engagement

Maintain high service standards when communicating with parents, guardians, students, and visitors.

Provide professional guidance and timely updates throughout the admissions process.

Support school events and parent briefings as needed.

6.Team Coordination & Process Improvement

Supervise the personnel under direct reporting.

Oversee task allocation, service coverage, and daily workflow management.

Improve SOPs to enhance efficiency, documentation accuracy, and parent satisfaction.

Provide coaching, performance feedback, and on-the-job guidance.

Monitor service quality and adherence to operational standards.

Oversee daily operations at Student Services and Front Desk.

Ensure professional handling of enquiries, calls, emails, and visitor registration.

7.Cross-Department Collaboration (Marketing & Others)

Work closely with the Marketing Department, recognising separate reporting structures.

Support Marketing during Open Days, Roadshows, and Education Fairs.

Provide Marketing with accurate and updated:

Enrolment numbers

Onboarding timelines

Intake readiness

Ensure timely follow-up on leads passed from Marketing to Admissions.

Align communication standards and service messaging for prospective families.

Participate in cross-department intake planning and operational meetings.

Collaborate with Academic, Boarding, Operations and Finance teams for onboarding and student support matters.

8.Coordination with Records Office & Bursary Office

Work closely with the Assistant Manager (Records Office & Bursary Support) to maintain accurate and up-to-date student information across all systems.

Ensure all onboarding data, student details, fee categories, and enrolment statuses are promptly handed over to the Records Office for iSAMS updating and archiving.

Coordinate with the Bursary Office to:

Confirm fee structures, discounts, deposits, payment plans

Ensure invoices for new students are issued after acceptance

Support SST-related documentation and deposit transfers

Assist in ensuring consistency of data across Admissions, Records, Finance, Academic, and Operations teams.

Support audit readiness through complete and accurate documentation before archival.

Participate in joint workflow meetings with Records Office and Bursary Office to resolve discrepancies and improve processes.

QUALIFICATION & EXPERIENCE

Bachelor's Degree in Business Administration, Education Management, Hospitality, Communications, or related field.

Minimum 35 years experience in admissions, student services, or administrative roles (international school experience preferred).

Knowledge of Immigration Malaysia visa processes.

Experience supervising frontline and administrative staff preferred.

SKILLS & COMPETENCIES

Strong communication and interpersonal skills.

Excellent organisational skills and attention to detail.

Customer-focused with ability to handle sensitive and urgent matters professionally.

Strong leadership, coordination, and problem-solving abilities.

Ability to work under pressure and meet multiple deadlines.

We offer a competitive salary package, opportunities for professional growth, and a supportive working environment. Join us in shaping the future of education.