Full Time Human Resource Executive (Operations - Administration) Jobs, Salary up to MYR 3,000 in City University Malaysia Selangor - Maukerja

Human Resource Executive (Operations & Administration)
Reports To: Human Resource Manager / Senior HR Executive
Department: Human Resources (Higher Education)
Team Structure: Small, collaborative, and hands-on team environment

Position Objective

The HR Assistant provides essential daily operational and administrative support to ensure high-quality service delivery for academic and non-academic staff. Operating in a tight-knit, small-team environment, this role requires a candidate who is highly hands-on, comfortable managing manual data systems and physical paperwork, and eager to learn the full spectrum of university HR operations.

Key Responsibilities & Duties

1. Hands-on HR Operations & Support

• Execute day-to-day manual HR administrative tasks and operational support efficiently.
• Maintain and organize physical personnel files and digital directories, ensuring all documentation strictly adheres to university policies.
• Serve as the welcoming first point of contact for routine inquiries from academic and non-academic staff, assisting directly or routing to senior team members.

2. Scholarship & Data Tracking (Manual Systems)

• Cross-check and process student/staff scholarship applications by manually verifying eligibility documents.
• Maintain organized master tracking spreadsheets to log internal/external scholarship milestones and disbursement dates.
• Follow up and collect pending renewal documents systematically.

3. Reporting & Payroll Assistance

• TMM & Data Reporting: Consolidate data fields, format basic report sheets, and prepare accurate drafts for timely submission.
• Manual Payroll Tracking: Input monthly payroll data (e.g., unpaid leave records, overtime, allowances) into tracking sheets, ensuring absolute data integrity before validation.
• Audit Retrieval: Physically locate and retrieve requested files or documentation to support internal and external audits.

4. Letters of Appointment (LOA) & Contracts

• Draft standard LOAs using established university templates for academic, administrative, Adjunct, and intern roles.
• Manually check for missing attachments (e.g., verified certificates, CVs) before routing files through the internal signature approval loop.
• Monitor contract expiry dates via tracking spreadsheets and issue timely reminders to staff and Head of Departments (HODs).

5. Appraisal & Insurance Coordination

• Distribute and collect annual performance appraisal forms across departments, actively tracking missing submissions.
• Process medical and panel clinic claims by reviewing manual receipts, logging invoices, and coordinating with insurance providers.
• Answer basic staff inquiries regarding panel clinic locations and standard coverage terms.

Job Requirements

• Experience: At least 1 year of working experience in HR operations or general office administration. Fresh graduates with an active, hands-on HR internship are welcome.
• Mindset & Team Fit:
• A proactive "open to learn" attitude, ready to pick up new tasks in a small team setting where everyone pitches in.
• Comfortable and highly efficient with manual data management, filing systems, and physical paperwork.
• Technical Skills:
• Good proficiency in Microsoft Excel (data entry, sorting, basic tracking formulas) and Word.
• Strong attention to detail to catch errors in manual entries.
• Language: Professional written and spoken communication in English and Bahasa Malaysia.

Job Type: Permanent

Pay: RM2,500.00 - RM3,000.00 per month

Benefits:

• Health insurance
• Maternity leave
• Opportunities for promotion
• Professional development

Work Location: In person