Senior Executive / Assistant Manager, Human Resources (Operations)

About the role

The HR Operations Specialist manages the complete employee lifecycle from onboarding to offboarding at City University Malaysia. Operating within a highly regulated higher education landscape, this role owns HR data integrity, coordinates high-level academic and senior appointments, and ensures absolute compliance with the Ministry of Higher Education (MOHE) mandates, internal audits, and statutory requirements.

Key responsibilities

• Manage, verify, and maintain all academic staff records required for MOHE registration, faculty staffing ratios, and course accreditation standards
• Serve as the HR custodian for all internal and external audits (including MOHE, MQA, and statutory bodies), ensuring 100% compliance and flawless personnel file management
• Keep abreast of updates to MOHE guidelines regarding academic qualifications, teaching permits, and required staff ratios, adjusting internal HR workflows accordingly
• Draft, issue, and manage precise contract documentation for senior institutional and academic roles, including Deans, Heads of Departments (HODs), Adjunct Professors, and Board Members
• Proactively track academic and International staff contract lifecycles, manage renewal timelines, facilitate management approvals, and coordinate the extension of academic teaching permits
• Own the execution of seamless onboarding and offboarding processes, ensuring all regulatory clearances, visa requirements (for international staff via EMGS), and exit clearances are rigorously completed
• Act as the primary point of contact for employee inquiries, providing clear guidance on institutional HR policies, employee handbooks, and regulatory constraints
• Coordinate the institutional annual performance appraisal cycle, track submission deadlines, and compile/summarize performance data for management review
• Review, verify, and process staff scholarship applications and continuing-bond renewals in alignment with university policies
• Maintain a pristine, real-time Human Resource Information System (HRIS) and secure digital personnel archives

About you

• 3+ years of progressive experience in HR Operations or Human Capital Administration
• Prior experience in a Malaysian Higher Education / University environment is mandatory
• High attention to detail
• Strong knowledge of MOHE faculty criteria
• Impeccable data confidentiality