Student Services Executive

About the role

This role involves planning, preparing, and managing academic timetables for all programmes and intakes, coordinating with Programme Leaders, Lecturers, and Academic Departments to finalize class schedules. You will ensure there are no clashes in lecturer assignments, classroom usage, or student timetables, and adjust timetables promptly in response to changes. You will serve as the key contact between Academic, Examination, and Student Services units on timetable-related matters.

Key responsibilities

1. Timetable Planning & Coordination

• Plan, prepare, and manage academic timetables for all programmes and intakes.
• Coordinate with Programme Leaders, Lecturers, and Academic Departments to finalize class schedules.
• Ensure there are no clashes in lecturer assignments, classroom usage, or student timetables.
• Adjust and update timetables promptly in response to changes (e.g., lecturer availability, room bookings, or student numbers).
• Support the smooth delivery of academic operations, including class commencement and examination arrangements.
• Maintain up-to-date records of teaching assignments, room allocations, and academic calendars.
• Ensure all timetable information is accurately communicated to staff and students.
• Prepare academic reports or summaries related to class schedules and attendance.

2. Lecturer & Resource Management

• Assign teaching loads to lecturers according to availability and programme requirements.
• Liaise with part-time and full-time lecturers for class confirmations, changes, and replacements.
• Schedule classes and prepare deployment documents for approval; coordinate contracts with HR.
• Register lecturers with EDP partners and Academic Directors; provide documents for CPE registration via QAC.
• Manage classroom and facility usage efficiently to optimize resource allocation.
• Update timetable and lecturer information in academic systems and trackers.
• Ensure data accuracy for audit, compliance, and reporting purposes.
• Generate and verify reports related to lecturer scheduling, teaching hours, and academic delivery.

3. Communication & Coordination

• Serve as the key contact between Academic, Examination, and Student Services units on timetable-related matters.
• Communicate timetable changes, zoom links, and important updates clearly to students and lecturers.
• Support students and faculty with timetable, class, or room arrangement enquiries.
• Respond to University enrolment queries, Blackboard login issues, grade viewing problems, and missing timetable concerns.

4. Results and administrative support

• Assist in processing student requests (e.g., certification letters, academic transcripts, verification of student records).
• Liaise with university partners on academic matters.
• Provide administrative support for all programmes offered in the Institute.

About you

• Creative and analytical
• Detail-oriented
• Strong verbal and written communication skills
• Ability to work in groups and demonstrate leadership skills
• Minimum 1 year of experience
• Polytechnic Diploma or equivalent qualification