COORDINATOR

HELP University

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This job is about helping students navigate the visa reapplication process and ensuring all paperwork is in order. You might like this job because it involves interactions with students and provides a chance to support their journey in a lively environment!

Undisclosed

Malaysia, Kuala Lumpur

Full-Time

Job Description

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.

Escort 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

Job Requirements

Company Benefits

Work Environment

Employees have reported a pleasant and friendly atmosphere, with helpful colleagues contributing to a comfortable work setting.

Professional Development

The institution provides opportunities for professional growth, including support for further studies and career advancement.

Leave Entitlements

Standard leave policies are in place, encompassing annual leave, medical leave, and other statutory entitlements as per Malaysian labor laws.

Additional Info

Company Activity

Last active - few days ago

Experience Level

0 - 10 Years of Experience

Job Specialisation

HR Operations (Payroll, Admin, Office Management)

Management Trainee

System & IT Helpdesk / Database Administrator

Company Profile

HELP University

Formerly known as HELP Institute and HELP University College, HELP University is a distinguished private university situated in Kuala Lumpur, Malaysia. Established on April 1, 1986, by its Chancellor, Datuk Dr Paul Chan Tuck Hoong, and his spouse, Datin Chan-Low Kam Yoke, HELP has garnered recognition both nationally and internationally for its commitment to excellence in education. Recognized by the Ministry...