Counsellor (Student Affairs)

About you We are seeking a dynamic, dedicated, and highly organised individual to join our team as a Learner Services Coordinator. This pivotal role is responsible for managing the comprehensive affairs of our learners, ensuring a positive, supportive, and enriching experience throughout their training journey, and actively supporting their successful transition into the workforce. The successful candidate will coordinate administrative processes, support services, engagement activities, graduate job placement, tracer studies, and communication between learners, parents, staff, and external partners, playing a key role in enhancing graduate employability and institutional effectiveness. Your Day-to-Day Learner Administration & Monitoring : Manage and track learner attendance records accurately, implementing follow-up procedures for absenteeism. Oversee the processing and issuance of learner certifications upon completion of programs. Implement and manage systems for tracking learner logbooks and practical training progress. Maintain comprehensive and confidential learner records. Prepare regular and ad-hoc reports on learner statistics, progress, issues, and activities for management. Learner Support & Well-being : Serve as the first point of contact for learner inquiries and consultations, providing guidance and support. Actively engage with learners and parents / guardians, addressing concerns and providing necessary information. Manage and document learner disciplinary issues according to institutional policies, facilitating necessary interventions or escalations. Coordinate, handle and facilitate access to counselling services for learners requiring emotional or academic support. Arrange and manage learner accommodation needs where applicable. Learner Engagement & Development : Plan, organize, and host effective orientation programs for new learners. Develop and coordinate career development initiatives during training, including workshops, seminars, and career talks. Organize and oversee various learner activities, such as sports days, cultural events, clubs, and societies, to foster a vibrant learning experience. Plan and coordinate industry visits and guest speaker sessions to enhance practical learning and industry exposure. Graduate Services, Placement & Industry Liaison : Job placement

Develop and execute strategies to actively facilitate job placement for graduating learners. Build and maintain strong, positive relationships with a network of relevant industry employers. Organize and manage career fairs, on-campus recruitment drives, and industry networking sessions. Provide graduates with job search support, including resume writing workshops, interview skills coaching, and job matching services. Maintain an active job board or platform for graduates.

Tracer Studies :

Design, implement, and manage systematic graduate tracer studies to track employment status, job relevance, salary levels, further education, and overall satisfaction. Collect, analyze, and interpret tracer study data effectively. Prepare comprehensive tracer study reports for internal evaluation (program improvement, curriculum review) and external reporting to regulatory bodies, funding agencies, and stakeholders.

Industry Engagement :

Liaise and coordinate with external partners (industry, government agencies, etc.) for projects related to enhancing learner experience and graduate employment (e.g., internships, apprenticeships, collaborative projects).

Operational Coordination : Follow up diligently on all learner and graduate-related matters, ensuring timely resolution and communication. Contribute to the overall smooth business operations of the institution by efficiently managing learner and graduate services functions. Collaborate effectively with academic staff, administrators, and other departments to ensure holistic learner support and successful graduate transitions. Your Know-How : Excellent interpersonal and communication skills (written and verbal) in both English and Bahasa Malaysia. Proficiency in other local dialects is a plus. Strong organizational, planning, and time-management skills with the ability to manage multiple complex tasks concurrently. Proficiency in Google Office Suite; experience with survey tools (e.g., Google Forms) and basic data analysis is essential. Familiarity with student management systems or CRM is a plus. Strong networking and relationship-building skills, particularly with industry partners / employers. Demonstrated ability to handle sensitive situations and confidential information with discretion and professionalism. Empathetic, approachable, and patient demeanor with a genuine interest in learner welfare and career success. Strong problem-solving and conflict-resolution skills. Ability to work independently and as part of a team. Experience in event planning and coordination (career fairs, workshops). Good report writing and data presentation skills. Basic understanding of counselling principles is desirable. Job Qualifications : Minimum Diploma or Bachelor's Degree in Education, Business Administration, Social Sciences, Human Resources, Psychology, or a related field. Registered Licensed Counsellor. Proven experience (2-4 years) in student / learner services, career services, alumni relations, recruitment, administration, or a similar role, preferably within an educational or TVET environment. Demonstrable experience in coordinating job placement activities and / or conducting tracer studies or surveys is highly desirable. Familiarity with the Malaysian TVET landscape and employment market trends is highly advantageous.

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