Specialist - Scheduling

Job Summary

The Timetabling Specialist manages and coordinates academic scheduling within a university. Key duties include developing and maintaining the academic timetable, managing staff workload, enhancing the student experience through improved timetables, coordinating operational tasks like room bookings and assessments, and supporting institutional initiatives to improve the timetabling system. The role demands strong organizational skills, attention to detail, and collaboration with university departments and stake holders.

Job Details

• Job Title: Specialist
• Function: Timetabling
• JD written by: Timetabling Manager
• Reporting To: Team Leader
• JD Approved by: Managing Director
• Brand: LCCA
• Work Location: Hyderabad

Job Purpose

Plan and manage the academic timetable in collaboration with the Campus Management team, ensuring efficient resource use across all sites. Schedule academic team workloads, enhance student experience through improved timetable accuracy and publication, and ensure coordinated planning for related activities such as assessments and room bookings. Support university-wide initiatives to improve the timetabling service as the University s portfolio expands.

Key Accountability

Academic Timetable Planning

Collaborating with campus management and academic staff to develop and maintain the academic timetable, ensuring efficient use of resources like classrooms, staff, and equipment.

• Should be able to read through the year planner to analyze upcoming scheduling.
• Utilizing timetabling software effectively, ensuring the team is proficient in its use, and exploring ways to enhance scheduling processes through technology.

Workload Scheduling

To assist colleagues in the design, construction, production and scheduling of course timetables and assessments taking careful account of the academic requirements of the programs concerned.

To plan and create schedules for live assessments such as Oral Skills based on assessment calendars and regulations.

• Responsible for monitoring Timetabling related inboxes daily including ad-hoc room bookings; dealing with both internal and external customers.
• To monitor the Campus Room Bookings inbox aiding and support to third parties utilizing ULaw s accommodation and external bodies wishing to hire accommodation.

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.

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, and senior management and other work colleagues.
• Identifying areas for process improvement and implementing best practices to enhance the efficiency and effectiveness of the scheduling process.
• In addition to the responsibilities listed above, the job holder may be required to perform other duties as assigned by Team Leaders and Operational Managers.

Qualifications

• Bachelors degree in a related field
• Overall, 4 - 6 years of experience

Skills

• Excellent and effective oral and written communication.
• Excellent customer focus
• 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

• 1 plus years of Work force Management experience
• Experience in higher education or a related field is preferred

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