Specialist - Scheduling

Nature of The Job

• The Timetabling Senior 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.

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.
• To ensure the data held in the timetabling system is accurate, robust, and complete, and available to interested parties as required and in a timely manner.
• Should be able to read through the year planner to analyze upcoming scheduling.

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 ULaws 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.
• To maintain records and produce management information as required, ensuring that this is freely available to relevant staff via the network.
• Continuously seeking ways to improve the accuracy, format, and timely publication of timetables to enhance the student experience.

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 maintain an understanding of the University Timetabling Policy and the framework of rules regarding individual room use.
• 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.
• To oversee the daily tasks of the timetabling team, providing direction and guidance and implementing set objectives for the team in liaison with the Timetabling Team Leader.
• 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.

Desired Profile

Qualification

• Bachelor's degree in a related field
• Overall, 7 - 9 years of experience

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

Relevant Experience

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

Benefits

• At GUS Education India, GEI we truly believe that diverse culture, backgrounds, and experiences drive innovation.
• This role is a full-time position with a competitive salary and benefits package.
• The company offers comprehensive medical insurance to its employees, which includes hospitalization, accidental insurance, term insurance and Gratuity, which is over and above the compensation.
• To make the daily commute easier, safer, and less stressful, the company provides cab facilities to its employees to and from the workplace within 30 kilometers radius.
• The company acknowledges the importance of mental and physical well-being and the need for rest and relaxation. Workdays are Monday to Friday and a comprehensive leave package for employee well-being is offered, which include 5 days of medical leave, 5 days of casual leave, 24 days of earned leave, 1 day of Happiness Leave, apart from 10 days of statutory leave, totaling to 45 days’ time off in a year.