JOB PURPOSE

The Assistant Manager - Admissions represents the School to prospective parents, students and other individuals or organizations involved in the School selection process.  He/She is responsible to provide information, advice, and guidance on admission requirements.  In addition, he/she is also responsible for the various functions in carrying out effective admission duties and supervising other Admissions staff. 

He/She is also required to coordinate activities such as education fairs, road shows, open days, school visits, exhibitions, talks and any other events.

KEY RESULTS AREAS/ RESPONSIBILITIES

• Assist in the smooth running of the admission functions of the School
• Good communication and relationship with stakeholders such as students, parents, (internal and external) established and maintained
• Database of enquirers, applicants and students are compiled for better decision making in the running of the School and for Marketing activities
• Policies and procedures governing the enrolment and withdrawals of students are adhered to and followed through consistently

JOB TASKS

• Attend and ensure timely response to enquiries on a one-on-one basis via in-person appointments, phone calls and emails.
• Ensure that excellent and quality customer service is provided at all times to the community
• Ensure availability of a comprehensive, accurate and up-to-date knowledge of the curriculum offered by the School
• Ensure that accurate information is given to prospective families regarding admissions requirements, registration, fees, withdrawal process and other areas of student services.
• Ensure materials given to prospective and current families are up-to-date and stocked at its optimum level
• To schedule and conduct tours of the School to prospective families
• To accept and review applications and documents submitted by prospective families for purposes of making admission decisions
• Ensure relevant information and details of the applications are entered accurately into the Student Database Management software
• To schedule and monitor applicants’ entrance assessments and interviews
• To coordinate with Faculty Heads in providing appropriate test papers for admissions entrance assessment and in marking assessment papers
• Tabulate entrance assessment results and forward to Academic Heads for review and decision
• Submit application and documentation to relevant governing bodies (if any), e.g. Ministry of Education, ensure it is recorded and filed accurately and follow-up on decision.
• To communicate outcome of applications with families and prepare relevant letters to them as a follow-up, e.g. Letter of Offer, Letter of Rejection, Waitlist
• Follow-up with successful families for fee payment as an acceptance of offer
• Guide and brief incoming families on relevant information and preparation for the students’ admission, e.g. Uniforms, books, etc.
• Ensure academics are supplied with incoming students’ details and relevant documentation
• Participate in welcoming new families to the school on their first day and assist where necessary, e.g. Lead them to the academic offices, classroom, welcome venue, etc.
• Respond and prepare official correspondence with families, e.g. Letter of Withdrawals, Reinstatements, etc.
• To update the student database accurately as and when necessary, e.g. Upon change of contact details
• To ensure student files and documents are filed and maintained accurately
• To follow-up with families who have given withdrawal notices and initiate communication with the respective departments to carry out the process.
• To provide statistical reports for periodic reporting and ad-hoc analysis upon request by the Management. Ensure the data is analysed and feedback in a timely manner.
• Liaise with colleagues at sister institution, e.g. GIS Kuantan, in running statistical reports and student lists for the Management and ensuring documentation related to Admissions and Withdrawal are available in a timely manner
• In close consultation with the Admissions Manager in ongoing strategic communications with Academic Heads
• Participate and represent the school in enrolment activities organized by the School. E.g. Open Days and other events
• In the absence of the Admissions Manager, may assume the role and perform the job duties and responsibilities
• Undertake any other duties that may be assigned from time to time by the Management

JOB SPECIFICATIONS

MINIMUM ACADEMIC / PROFESSIONAL QUALIFICATION

Bachelor’s Degree in a related discipline.

RELATED EXPERIENCE

At least five (7) years of working experience, preferably in an educational institution and/or hospitality industry with involvement in customer relations or the equivalent.

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)

• Strong cross-cultural, interpersonal, communication and writing skills are necessary to present the School in a positive way to diverse nationalities and cultures.
• Ability to represent the Admissions role through a strong, student-centered ethic.
• Strong knowledge in Word processing and spreadsheets and basic familiarity with database software tools.
• Ability to analyze and interpret the needs of families and offer appropriate solutions.
• Ability to work effectively both independently as well as part of a team
• Possess an excellent command of English and Bahasa Malaysia.  Knowledge of other languages is an added advantage.
• Possess good planning, organizing, coordinating, presentation and time management skills

COMPETENCIES (BEHAVIOURIAL)

• People oriented with warm and cheerful personality.
• Ability to interact with all levels of stakeholders
• Professional appearance
• Good team player and flexible.
• Commitment to excellence
• Strong sense of integrity and responsibility
• Confident, Courteous, calm and focused.
• Pro-active, Creative, resourceful, self-motivated and results oriented.
• Maintains confidentiality
• Willing to work beyond normal working hours

The Management reserves the right to amend or include additional details towards your job description at any point of time in any form of communication.