Assistant Manager, Timetabling

JOB PURPOSE

This individual is to support the Head in the smooth and efficient daily operation of the Timetabling Department with respect to all administrative functions related to annual academic timetable and schedule of academic resources and facilities; academic services staff workload records; and provision of administration service 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 Head in coordinating the space requirement and space audit exercise;

3. To assist the Head in meeting all service level commitments made to internal customers, i.e. Faculties/Schools with 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 assist the Head to prepare documentation for both training and reference related to Enterprise Applications specifically the timetabling software; To assist the Head to organise and conduct 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 MPU (Mata Pelajaran Umum) and UCM (University Core Module) across the institution; working together with all the Faculty/Schools' timetabling officers;

9. Coordinate the process of preparing timetables for all consolidated modules across the institution; working together with all the Offeror and Taker Faculties/Schools;

10. Assist in the resolution of cross Faculty/School's scheduling issues;

11. In consultation with all the 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 the Head to provide 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. Supervise the administrative executive in daily operation in supporting the academic resource services;

20. 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 with 2 years in senior administrative position.

Competencies (Knowledge, Skills & Abilities)

1. Knowledge and skills of using Scientia Enterprise (Syllabus Plus) timetabling;

2. Able to supervise executive staff in the same department;

3. Ability to interact with students, parents and staff with tact and sensitivity;

4. Ability to adapt to changes in work responsibilities and environment;

5. Ability to work in a team as well as independently;

6. Good general knowledge of the relevant processes and procedures;

7. Ability to work on own initiatives and to operate under tight schedules and deadlines;

8. Sound problem solving skills.

Competencies (Behavioural)

1. Attention to details

2. Dedicated and trustworthy

3. Resourceful

4. Good team player and leader

5. Diligent and self-motivated

6. Has a strong sense of responsibility

7. Works with integrity

8. Upholds organizational values

9. Pro-active and results oriented with a drive to succeed and achieve goals