Associate Manager - Scheduling

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Nature of The Job

• The Associate Manager - Timetabling is responsible for leading the end-to-end timetabling function, ensuring strategic alignment with institutional goals and operational excellence. The role involves overseeing timetable planning, resource optimization, stakeholder engagement, and continuous improvement initiatives across all the campuses and modes. Providing leadership support to Team Leads and the wider timetabling team, drives process standardization, ensures high-quality service delivery, and plays a key role in enhancing both student and staff experience through effective scheduling solutions.

Job Purpose

• To provide strategic direction and operational oversight of timetable activities, ensuring efficient scheduling, optimal resource utilization, and alignment with academic and organizational priorities.
• To lead teams, manage stakeholder relationships, and drive continuous improvement through data-driven decision-making, innovation, and process optimization.
• To ensure delivery excellence by maintaining accuracy, compliance, and timeliness in all timetable outputs while supporting institutional growth and transformation initiatives.

Direct Reports

Key Accountability

• Timetable Planning and Coordination - Oversee the development and management of accurate and efficient timetables that meet the needs of the organization. Collaborate with department heads, academic staff, or other stakeholders to gather input on scheduling needs and priorities. Manage timetable changes, ensuring minimal disruption to operations or stakeholder activities. To ensure the data held in the timetable system is accurate, robust, and complete, and available to interested parties as required and in a timely manner.
• Student Staff Experience Enhancement - To oversee the administration and recording of academic staff absences for sickness, holidays and other reasons, referring decisions to the Head of Tutors and liaising with the People team where they fall outside current University Policy or guidelines. Continuously seeking ways to improve the accuracy, format, and timely publication of timetables to enhance the student experience. Collaborating with departments, faculty, and other stakeholders to gather input, communicate changes, and ensure alignment with organizational goals.
• Leadership and Management - Lead, mentor, and manage the timetabling team, providing clear direction and support. Delegate tasks, manage team performance, and oversee training and development initiatives. Ensure that team goals align with organizational objectives and are achieved within set deadlines. Assisting in the recruitment, selection, and onboarding of new team members, ensuring the team has the right skills and capabilities to meet organizational needs.
• Communication and Stakeholder Management - Act as the primary point of contact for timetable-related queries and issues from internal and external stakeholders. Communicate timetable changes, updates, and relevant information to staff, students, or employees in a timely manner. Resolve scheduling conflicts or issues in coordination with relevant departments.
• Data Analysis and Reporting - Analyse timetable data to identify trends, inefficiencies, or potential areas for improvement. Prepare reports and metrics on timetabling performance, resource usage, and scheduling outcomes. Provide recommendations to senior management for process improvements or resource reallocation.
• Operational Coordination - Ensuring that timetabling is aligned with and informs other operational tasks such as room bookings, assessment scheduling, and the distribution of course materials. To promote and sustain a constructive, supportive, and friendly working relationship with all customers, external and internal, immediate, senior management and other work colleagues. In addition to the responsibilities listed above, the job holder may be required to perform other duties as assigned by Associate Manager and Operational Managers.

Desired Profile

Qualification

• Bachelors degree in a related field
• Overall, 8 - 12 years of experience
• Excellent oral and written communication
• Experience in higher education or a related field is preferred

Skills

• Excellent and effective oral and written communication and negotiation skills
• Excellent customer focus
• Accuracy and a high level of planning
• Able to deal with a high-pressure situation or conflict
• Analytical approach to problem solving
• Able to deal with high volumes of tasks simultaneously
• Excellent interpersonal skills and team working skills
• Organized with excellent prioritization skills
• Commitment to continual improvement

Experience


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