JOB PURPOSE

The Admin. Executive – Examinations & Results Unit plays a critical role in supporting the Assistant Manager in ensuring the effective and efficient operation of the Examinations & Results Unit (ERU). This position is responsible for handling all examination-related activities, ensuring compliance with academic policies, and maintaining high standards of academic record management and database integrity.

In addition to general ERU responsibilities, the Admin. Executive will handle various academic programmes operations, ensuring smooth and compliant execution of all examination and results-related activities.

KEY RESPONSIBILITIES

Examination Management: Handling all aspects of examination planning, coordination, and execution, ensuring compliance with academic regulations and standards.

Academic Policy Adherence: Ensure adherence to academic policies and regulations, particularly regarding examinations, results management, and record-keeping.

Database Management: Ensure the accuracy and integrity of academic records and results within the ERU’s database, implementing regular audits and updates as necessary.

Reporting and Analysis: Compile reports on examination outcomes, student performance, and other relevant data, providing insights and recommendations to the Manager and other stakeholders.

Continuous Improvement: Identify areas for process improvement within the ERU, implementing solutions that increase efficiency, accuracy, and student satisfaction.

Team Collaboration: Work closely with other units within the institution to support the overall academic administration, ensuring smooth communication and coordination across departments.

JOB DESCRIPTION

1. To handle the entire exam process (before, during, and after the exam) as referred to in the BPD process flow and Operational Manual.  During exam periods, staff are required to be present at the ERU office an hour before the exam starts and an hour after the exam ends.

2. Before the examination
   • Prepare the exam listing.
   • Follow up on the pending submission of exam papers from academic staff.
   • Follow up on the documents from academic staff before the examination (Exam Materials Requisition Form and Instructions from the Chief Invigilator).
   • Set up the examination trays for all exams (count and pack the exam papers and answer scripts).
   • Correspondence with partner university staff regarding exam matters, if any.
   • Prepare the various forms and materials used in the administration of the programmes.

3. During the examination
   • Ensure the examination hall is in good condition and that the examination runs smoothly.
   • Invigilation duties (when necessary).
   • Standby at the Exams & Results office for students called up for medical cases, late arrivals for examinations, or any special cases.

4. After the examination
   • Assist with counting the answer scripts after the examination.
   • Clean the examination tray.
   • Assist in scanning multiple-choice answer sheets.
   • Sort the answer scripts and assignments and store them according to requirements.
   • Monitor the answer scripts and assignments for audit record purposes across all programmes.
   • Take minutes for the Board of Examiners' meeting.
   • Assist in maintaining the Student Portal.
   • Release results on the portal.

5. Customer service
   • Handle exam-related inquiries from students.

6. Preparation before Board of Examiner’s (BOE) Meeting
   • Prepare the Grade Distribution Report and exam reports before the BOE meeting.

7. Prepare student academic standing lists for TU/TC award programmes after SBOE meeting.

8. Prepare graduate list for Faculty Board (FB) endorsement and prepare graduate cohort summary with HOS’s comments to FB secretary for SENATE approval.

   Others

9. Assist in disposing unwanted answer scripts, assignments, and all private and confidential documents.

10. Prepare the documents and reports required by the MOHE as needed.

11. Prepare the documents and reports required for audit purposes as needed.

12. Involved in exam process improvements for exam operations.

13. Preparation and updating of the ERU operational manual.

14. Undertake any other duties as assigned by the University Management from time to time.

JOB SPECIFICATIONS

Minimum Qualifications

A bachelor’s degree in a relevant field (e.g., education, administration, or a related discipline).

Related Experience

At least two (2) years of experience in a similar role.

Proven experience in academic administration, particularly in the management of examinations, academic records, and related processes.

Knowledge of academic policies, procedures, and database management systems.

SKILLS & COMPETENCIES

Communication: Excellent communication and interpersonal skills to work with academic staff, students, and other departments.

Problem-Solving: Strong analytical and problem-solving abilities to address complex issues in examination and results management.

Attention to Detail: High level of attention to detail, particularly in maintaining academic records and ensuring compliance with policies.

Adaptability: Ability to adapt to changes in academic requirements, regulations, and technology.