Administrative Assistant

2 weeks ago

Bandar Saujana Putra, Malaysia MAHSA University Full time

**Job Overview**:
As the Administrative Assistant in the Training & Development Unit, you will play a crucial role in providing administrative support to facilitate the efficient functioning of the unit. Your responsibilities will encompass managing administrative tasks, coordinating training programs, ensuring smooth communication within the unit and with external stakeholders, facilitating the coordination of Human Resources Development Fund (HRDF) initiatives, and actively contributing to the onboarding and induction processes.

**Responsibilities**:
**Administrative Support**:

- Assist in the day-to-day administrative tasks, including documentation, filing, and data entry.
- Maintain organized and up-to-date records related to training programs, participant details, evaluations, onboarding, and induction.

**Training Program Coordination**:

- Assist in organizing and coordinating training programs, workshops, and events.
- Liaise with trainers, participants, and external vendors to ensure seamless logistics.
- Prepare training materials, including manuals, presentations, and evaluation forms.

**Onboarding and Induction**:

- Contribute to the development and enhancement of onboarding and induction processes for new employees.
- Coordinate onboarding activities, ensuring a smooth integration of new hires into the organization.

**Scheduling and Calendar Management**:

- Manage the training unit's calendar, scheduling appointments, meetings, training sessions, and onboarding sessions.
- Coordinate with internal departments to schedule training programs and onboarding activities at convenient times.

**Communication and Correspondence**:

- Prepare and distribute internal communications regarding training programs, updates, announcements, and onboarding procedures.
- Draft and proofread correspondence, reports, presentations, and onboarding materials.

**Database Management**:

- Maintain and update databases related to training participants, resources, feedback, onboarding, and induction.
- Generate reports on training activities, program effectiveness, and onboarding progress.

**Resource Procurement**:

- Assist in the procurement of training materials, equipment, and resources.
- Coordinate with suppliers and vendors to ensure timely delivery.

**HRDF Coordination**:

- Facilitate the coordination of HRDF initiatives, including submission of claims and compliance with HRDF regulations.
- Ensure accurate record-keeping for HRDF-related activities.

**Record Keeping and Compliance**:

- Ensure compliance with record-keeping policies and procedures.
- Assist in maintaining training records, documentation, and onboarding files for audits and assessments.

**Qualifications and Skills**:

- Diploma or Bachelor's degree in Business Administration, Human Resources, or a related field.
- Proven experience in administrative roles, preferably in a training and development environment.
- Strong organizational and multitasking abilities.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
- Excellent communication skills, both written and verbal.
- Attention to detail and accuracy in data management.
- Ability to work collaboratively in a team and independently.
- Knowledge of training program logistics, coordination, HRDF processes, onboarding, and induction is an advantage.

**Salary**: RM1,500.00 - RM1,800.00 per month

**Benefits**:

- Dental insurance
- Health insurance
- Parental leave

**Education**:

- Bachelor's (preferred)

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