Timetabling Administrator

Job Posting Title: Timetabling Administrator

Grade and Salary: Grade 5

FTE and working pattern:Full Time

Organisation Name: Registry and Student Services

Location: Dubai Campus

About Heriot Watt University:

Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders and Orkney), one in Dubai and one in Malaysia. The University offers a highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business and languages.

With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and practical, leading-edge research, which has made it one of the top UK universities for business and industry. We connect with industry at every level and develop programmes to match their needs so employers get work-ready industry-fit graduates.

Heriot-Watt is also Scotland's most international university, boasting the largest international student cohort.

We have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.

About our School/Directorate and Team:

The Global Registry and Academic Support Directorate supports our students and staff across the full student life-cycle from enrolment to graduation.

The Directorate has responsibility as the definitive record-keeper of all student information, programme and course details, as well as leading services that help students settle and stay at the University. This includes providing professional help and advice through a range of support and wellbeing services.

The Directorate supports academic and professional services staff across the University in a number of areas, including: academic, institutional and student related Regulations and Policies, and global, national and institutional quality matters.

It delivers these services through five Divisions, each managed by a Global Head, and two Heads of

Campus Registry and Student Services:

• Student Life
• Online Students
• Academic Operations
• Academic Quality
• Academic Secretariat, Regulation and Policy
• Head of Registry & Student Services Dubai Campus
• Head of Registry & Student Services - Malaysia Campus

The Academic Operations Division consists of five teams: Academic Operations Liaison, Academic

The Timetabling Team is responsible for supporting all aspects of teaching and exam timetabling; these are activities where the primary service users are academics and students. The team also supports general room bookings as a service for all members of staff and students.

The Academic Operations Division is made up of four areas:

• Timetabling & Scheduling: Coordinates with the Schools to develop and deliver a balanced teaching timetable, and manages resource bookings to optimize use of space across campus.
• Exams & Graduation: Coordinates logistics for final exams including the exam timetable, training and allocation of invigilators, and exam registration. Manages and prepares for Dubai graduation ceremonies in coordination with the team in Edinburgh.
• Post-graduate Research Administration: Provides administrative support for processes related to the post-graduate research student journey.
• School Academic Support Administration: Provides centralized, administrative support to Schools for Learning & Teaching activities, including record keeping, logistical arrangements for Academic Reviews and accreditation visits, preparations for exam boards, etc. as well as general administrative tasks such as appointment booking, travel arrangements, minute taking, etc.

Purpose of Role The role-holder will be responsible for supporting the operation and development of teaching timetabling for the Dubai Campus across all Schools and modes of study; allocating students to exam rooms; and support room bookings in Resource Booker. The role holder will aim to maximise the efficiency of our timetable while providing high quality services to staff, students and visitors.

The role-holder may occasionally be asked to support other teams within academic operations during busy periods for those teams

Summary of Key Duties and Responsibilities:

• Accurately identify programme and course offerings for each semester, facilitate the collection of teaching requirements for course timetabling, staff assignments and room allocations via SharePoint. Accurately audit data available each semester in the timetabling system to ensure timely preparation of timetables. Timetabling for one or two small Schools will be assigned.
• Allocate rooms for teaching activities with the aim of using space as efficiently as possible.
• Ensure all aspects of cross-campus teaching are considered to produce student- and staff-friendly timetables in Dubai.
• Ensure timetables are produced within the agreed Dubai timetabling timelines.
• Audit, identify and resolve any room, teaching staff and student-set conflicts, potentially created on the timetables.
• Ensure teaching activities take precedence over any other campus activities and events.
• Ensure timetables are consistent according to the Dubai campus regulations.
• Work on timetabling data reports upon request.
• Accurately allocate students to exam rooms via the exam timetabling software.
• Provide input on ways to help maximise space utilisation at the Dubai campus.
• Contribute by providing feedback on any space development projects undertaken by the campus.
• Provide colleagues with advice and guidance on timetabling constraints and issues faced.
• Ensure ad-hoc room bookings are managed timely and efficiently via Resource Booker.
• Undertake training to support expertise, personal and professional development
• Collaborate in redesigning processes related to timetabling.
• Provide admin support to other teams of the RAS Directorate when needed according to an agreed division of labour outlined by the Head of RAS.

Education, Qualifications & Experience:

Essential

1. Educated to at least first degree or equivalent practical experience in the workplace
2. Strong analytical skills
3. Experience of working within a similar environment as outlined above
4. Competent in the use of relevant IT packages and experience with using Excel
5. Well-developed interpersonal skills
6. Demonstrable professional and proactive approach
7. Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
8. Demonstrable provision of excellent customer service

Desirable

1. Experience of redesigning and improving processes or procedures
2. Experience of working in a timetabling role in higher education
3. Collaboration with multi-location teams
4. Experience of using Scientia timetabling software

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