Student Services Executive

About the Role
We are looking for a service-oriented and student-focused Student Services Executive to manage student lifecycle operations, welfare, discipline, activities and internship coordination. This position plays a key role in delivering a positive learner experience and supporting enrolment operations.
1. STUDENT SERVICES OPERATIONS
• Support the daily operations of the Student Services unit; provide guidance and on-the-job
training for staff, management trainees, or interns when required.
• Manage student registration processes and ensure all required documentation
(application packages, exemption documentation, scholarship records) is complete and
compliant.
• Maintain accurate and secure student profiles, records, P-files, and documents in
accordance with regulatory and institutional requirements.
• Administer lockers, student ID numbers, student health insurance registrations and other
related student logistics.
• Coordinate welfare and discipline; ensure conduct aligns with policies.
• Maintain strong rapport and communication with students, parents, academic teams,
operational teams, and external partners.
• Prepare student feedback, evaluation reports, and meeting minutes, ensuring compliance
with academic and service quality standards.
• Conduct or attend meetings with students, parents, and lecturers; ensure minutes are
properly documented and filed in the student's P-file.
• Manage student communication channels and announcements.
2. EVENTS, ACTIVITIES & STUDENT ENGAGEMENT
• Organize and coordinate student activities and events including clubs, workshops,
conferences, competitions, sports days, orientation, induction and graduation ceremonies.
• Support engagement initiatives to enhance student experience and wellbeing.
• Manage alumni services and coordinate alumni activities and communication.
3. INTERNSHIP & INDUSTRY ENGAGEMENT SUPPORT
• Conduct internship orientations; arrange and monitor student internships.
• Liaise with industry partners for placements and workplace learning.
• Track internship progress, provide support, and maintain records.
• Assist with career guidance and job placement for graduating students.
4. ENROLLMENT & PROSPECTIVE STUDENT COUNSELLING
• Handle enquiries, provide guidance on programs, entry requirements, fees, and
pathways.
• Conduct campus tours for potential students and visitors.
• Follow up on student applications; update applicants on acceptance, pending
requirements or outcomes;
• Prepare and maintain waiting lists, class lists, roll books and student data including data
entry, archival matters and system updates (SMS, ERP, RTO/PowerPro, ...).
• Prepare monthly reports on enquiries, applications and enrolments report.
• Support Marketing and Student Recruitment team in admission activities, recruitment
events, school visits, fairs and promotional campaigns.
• Ensure counselling and promotional materials (leaflets, flyers, brochures) are updated and
readily available.
5. CROSS-DEPARTMENT COLLABORATION
• Collaborate with departments including Finance, Operations, Academic and Marketing to
ensure smooth student services operations.
• Support academic teams in learner-related documentation, communication and
administrative processes.
• Support Finance in fee collection, student payment matters when required.
• Coordinate with Operations on event logistics, training room allocation and student activity
preparation.
6. REPORTING & ADMINISTRATIVE SUPPORT
• Prepare and submit accurate reports related to student services, enrolment, internship
tracking, student welfare, and compliance requirements.
• Ensure timely updates of student data, P-files and student documentation.
• Support audits, compliance checks and reporting obligations to internal management and
external authorities.
• Maintain proper documentation for all student services activities and institutional
processes.
7. OTHER DUTIES
• Undertake additional duties assigned by the Senior Management or relevant supervisors.
• When assigned to a project, report directly to the Project Leader and participate in project-
related performance appraisals.
• Travel may be required for student activities, academic events, industry engagement or
institutional representation.