Job Description:
PRIMARY ROLE
Visa Reapplication Processing (Including program changes, progression, returning students, and rejected visa renewals):
- Guide students through the reapplication process and ensure all required documents and proof of payment are received.
- Create student dockets and prepare documents for EMGS submission.
- Input and scan documents into the CRM system.
- Send emails and follow up with students, the International Marketing Department (IMD) and Academic department for any additional required documents.
- Submit reapplications through the STARS EMGS portal, obtain HOD approval, and forward the payment request to the Bursary Department.
- Monitor visa application status and apply necessary updates until the Electronic Visa Approval Letter (eVAL) is obtained.
New Visa Applications
- Receive applications from the IMD.
- Open student dockets and prepare documents for EMGS submission.
- Input and scan documents into the CRM system.
- Communicate and follow up with students/IMD for any additional required documents.
- Submit new visa applications through the STARS EMGS portal, obtain HOD approval, and forward the payment request to the Bursary Department.
- Monitor visa application status and apply necessary updates until the Electronic Visa Approval Letter (eVAL) is obtained.
Electronic Visa Approval Letter (eVAL)
- Download the eVAL from the MyStars portal.
- Upload and update eVAL details in the CRM system.
- Distribute the eVAL via email to the student, IMD, Academic Department, and agent.
Documentation and System Updates
- Continuously maintain and update the reapplication report in Excel.
- Efficiently manage and update records within the CRM system.
- Ensure all ISSD files are complete and organized according to the checklist.
- Manage student withdrawal files: update status in CRM, file documents, and ensure proper filing at the Registry.
Forms Management
- Handle progression, transfer, withdrawal, and deferment forms by checking student status, obtaining necessary approvals, and submitting to the Registry.
Passport Acknowledgement Letter
- Prepare, scan, and upload the acknowledgement letter in the CRM system.
- Notify students via email regarding passport collection.
Other Responsibilities
- Perform additional duties as assigned by Management.
SECONDARY ROLE
Tracking & Records
- Maintain and update the Master Application List for all new applications.
- Photocopy, scan, and upload documents including post-medical reports, passport copies, i-Kad, medical insurance cards, and others into the CRM system.
Counter Duties
- Handle walk-in student inquiries and provide additional assistance as needed.
Immigration Stamp Management
- Follow up with postgraduate and IT program students to collect entry and exit stamps.
- Update relevant information in CRM and Teams, then print and file accordingly.
- Assist with all inquiries from students of the relevant programmes and provide appropriate support as needed.
SUPPORTING ROLE
- Assist new students with post-medical appointments.
- Conduct orientation briefings for new students.
- Guide new students for campus tours and coordinate reporting to departments.
- Accompany students to the Registry for pending document submission and fee clearance.
- Support airport clearance at KLIA/KLIA2 if necessary.
- Assist students in obtaining their student ID cards when needed.
PREFERRED QUALIFICATION, EXPERIENCE AND JOB COMPETENCIES
- Bachelor's Degree in any fields
- A valid driving licence(Malaysian driving licence) is preferred, as there maybe need to pick up or drop off the international students.
- At least 2-3 Years of working experience in the related field
- Familiarity with EMGS and CRM system is a must
- Excellent communication skills and team player
- High Level of efficiency and accuracy
- Attention to detail and ability to analyze large amounts of data
- Job-related applications (Word, Excel, Outlook, Google, Power Point, SAP)
