Senior Executive, Timetabling

Taylor's University; Selangor; On-site; MYR 200,000 - 250,000; Full time

Job summary

A leading educational institution in Selangor is seeking a Timetabling Administrator to assist in the efficient operation of the Timetabling Department. Responsibilities include managing teaching space allocation, coordinating timetables, and maintaining communication with stakeholders. Candidates should have at least five years of administrative experience and hold a bachelor's degree. Proficiency in Scientia Enterprise (Syllabus Plus) is essential. This role offers an opportunity to contribute to core academic functions in a dynamic environment.

Qualifications

• Bachelor’s degree or its equivalent.
• Minimum five years of administration experience, preferably in an education institution.

Responsibilities

• Assist the Head in managing teaching space and timetable allocation.
• Coordinate space requirements and audits.
• Ensure service level commitments are met.
• Maintain communication with stakeholders.

Skills

Knowledge of Scientia Enterprise (Syllabus Plus) timetabling

Ability to interact with students, parents, and staff

Ability to adapt to changes

Teamwork and independent work abilities

Proficient in database management

Education

Bachelor's degree or equivalent

Tools

Scientia Enterprise (Syllabus Plus)

Job description

This individual is to support the Head in the smooth and efficient daily operation of Timetabling Department with respect to all administrative functions related to centralised timetabling and academic resource allocation; academic services staff workload records; and planning and provision of administrative services to support core academic functions of the institution. He/she is also to support the Head in the aspect of Exam Scheduling function as well.

KEY RESULT AREAS / RESPONSIBILITIES

1. To assist the Head on the allocation of the Faculty/School’s teaching space, timetabling and resource booking to match the requirements of the central timetable to the academic spaces and facilities available, in a timely manner;
2. To assist in coordinating the space requirement and space audit exercise;
3. To assist in meeting all service level commitments made to internal customers within the institution as specified in a Service Level Agreement for the department;
4. Liaise with Schools to uphold the module offering list by programme and accurate setup of modules in CMS by intake/semester for enrolment of new students and for OMR purposes and ensure accuracy of modules enrolled by student on a semester basis;
5. To prepare documentation for both training and reference related to Enterprise Applications specifically the timetabling software;
6. To assist in organising and conducting training for all the Faculty/School’s timetabling officers and others as required pertaining to the use of the Enterprise Applications;
7. Coordinate the process of preparing and producing the required timetable across the institution, working together with all the Faculty/School’s timetabling officers;
8. Coordinate the process of preparing timetables for all consolidated modules across the institution; working together with all the Offeror and Taker Faculties/Schools;
9. Coordinate the process of preparing timetables for MPU (Mata Pelajaran Umum) and UCM (University Core Module) across the institution; working together with all the Faculty/Schools’ timetabling officers and the central unit;
10. Assist in the resolution of cross Faculty/School’s scheduling issues;
11. In consultation with respective Faculty/School’s timetabling officers, to adjust the draft timetable to accommodate specific requirements and solve scheduling issues;
12. Coordinate the distribution of the draft timetable and the publication of the final timetable;
13. To assist in providing new and updated information to all the Faculty/School staff and related parties on timetabling related matters periodically;
14. Coordinate with ICT department in resolving system problems and the management of the Enterprise database;
15. Report any equipment or operating faults to the relevant department (Facilities Management, ICT, Administration, and Security), and follow-up with the same departments to ensure all faults have been rectified within the respective service level commitments;
16. Upon receiving from Faculty/School on the facilities problem, report any audio-visual, electrical, lighting, seating, building problems to the Facilities Management Department and follow-up to ensure that these are rectified within service level commitments;
17. Follow-up for response to any reports of service disruption or unavailability of any academic facilities, and to endeavour to restore service delivery or to formulate interim workaround solutions at the soonest possible instance working with the Head;
18. Maintain good relations, and effective and timely communication with stakeholders;
19. Undertake any other duties that may be assigned from time to time.

JOB SPECIFICATIONS

• Bachelor’s degree or its equivalent.
• Minimum five (5) year of administration experience, preferably in an education institution.

Competencies (Knowledge, Skills & Abilities)

1. Knowledge and skills of using Scientia Enterprise (Syllabus Plus) timetabling;
2. Ability to interact with students, parents and staff with tact and sensitivity;
3. Ability to adapt to changes in work responsibilities and environment;
4. Ability to work in a team as well as independently;
5. Good general knowledge of the relevant processes and procedures;
6. Ability to work on own initiatives and to operate under tight schedules and deadlines;
7. Proficient in computerised student information systems and database management and generic office computer software;