JOB PURPOSE

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.

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

Minimum Qualification

1.  Bachelor’s degree or its equivalent.
2.  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;

8. Sound problem solving skills.

Competencies (Behavioural)

1. Attention to details

2. Pleasant personality

3. Dedicated and trustworthy

4. Diligent and self-motivated

5. Good team player

6. Works with integrity

7. Upholds organizational values

8. Has a strong sense of responsibility