Position Purpose

To support the delivery of centralized timetabling services by producing and maintaining teaching timetables, final examination schedules, and room bookings in accordance with University requirements, policies, and academic deadlines. The role is primarily responsible for supporting UAE University timetabling operations while providing assistance to University of Kalba as required, ensuring a professional, accurate, and customer-focused service.

Role Description

Service Delivery

• Produce and maintain conflict-free teaching timetables in accordance with academic requirements, University policies, and agreed deadlines.
• Act as the primary scheduler for assigned colleges, liaising with academic and administrative stakeholders to gather requirements and resolve scheduling issues.
• Process and maintain timetable data within the timetabling software, ensuring information is accurate, complete, and up to date.
• Configure timetable and examination scheduling parameters, constraints, and scheduling structures within the timetabling software.
• Manage user access and roles within the timetabling software as assigned.
• Coordinate room allocations for teaching activities, examinations, and approved University events in accordance with established priorities and procedures.
• Administer the room booking system and respond to booking requests in a timely manner.
• Support the preparation and administration of final examination schedules and room allocations in accordance with University requirements.
• Produce routine and ad-hoc reports relating to timetabling, examinations, room utilization, and space management.
• Support system upgrades, testing activities, and troubleshooting of timetabling-related issues.
• Work collaboratively with colleagues across all supported universities to ensure continuity of service during peak periods and staff absences.

Stakeholder Engagement

• Act as a point of contact for designated colleges and departments on timetabling, examination scheduling, and room booking matters.
• Respond to stakeholder enquiries in a professional and timely manner, ensuring a high standard of customer service.
• Establish and maintain effective working relationships with academic and administrative stakeholders to facilitate efficient service delivery.

Quality & Compliance

• Ensure timetable, examination, room booking, and related data are maintained accurately and in accordance with departmental procedures and quality standards.
• Conduct validation checks and audits on scheduling data and outputs to ensure accuracy, completeness, and compliance with University requirements.
• Contribute to the review and continuous improvement of timetabling procedures, work instructions, and documentation.
• Ensure compliance with Khadamat Integrated Management System (IMS) requirements and departmental policies.
• Proactively identify risks associated with departmental outputs and escalate any risks immediately to the Timetabling Supervisor.

Administration

• Maintain accurate electronic and hard-copy records relating to timetabling activities in accordance with departmental requirements.
• Support departmental administrative activities and contribute positively to team objectives and service delivery.

Analysis & Planning

• Contribute to semester scheduling plans and timelines in accordance with the University Academic Calendar and operational requirements.
• Analyse classroom utilization, scheduling patterns, and space requirements to support operational decision-making.
• Produce analytical reports and scenario-based studies to support space planning and timetable optimization.
• Assist in teaching space audits and utilization reviews as required.

Other Responsibilities

• Participate in professional development and training activities as required.
• Assist in training, coaching, and knowledge sharing within the team and with system users where appropriate.
• Undertake any other duties commensurate with the level of the position as assigned by management.

HSE Job Responsibilities

• To comply with the organization’s QHSE policies and procedures at all times.
• To work safely at all times and to report all hazards and incidents to Departmental Supervisors/Managers.
• To actively participate in all QHSE training, programs, audits and inspections when required and, as necessary.
• To exercise a personal duty of care for their own health, safety and welfare and to that of others.
• To lead by example and ensure to protect the environment by conservation of electricity, water and other natural resources, and minimizing generation of waste.

Information Security Responsibilities

• To protect information assets including both electronic and paper based from all threats whether internal, external, accidental or deliberate.

Knowledge, Skills, and Experience

Essential

• Bachelor’s degree holder.
• Experience in Timetabling Software and a basic understanding of web-based room booking systems.
• Excellent IT skills including experience of databases.
• Experience and knowledge of MS Word, Excel, PowerPoint & Outlook.
• Full and comprehensive understanding of English language (oral & written).
• Ability to understand and convey information that needs careful explanation or interpretation (e.g. procedures or regulations that need to be communicated effectively).
• Problem solving and decision-making skills.
• Good communication and interpersonal skills, able to liaise with staff and customers of both genders at all levels.
• Good time and workload management with the ability to prioritize tasks, complete associated tasks with minimal supervision.
• Acute attention to detail and accuracy.
• An analytical mind with good ability to analyse data and identify and resolve problems before they become issues.
• Ability to deliver quality services in a fast-paced, high pressure work environment and to remain calm, composed and customer-focused.
• The ability to work in a team environment.

Desirable

• Ability to write and comprehend computer functions and SQL code.
• Knowledge of Banner Student Registration System.
• Understanding of spoken Arabic language.

Behavioral Competencies / Attributes

• Superior customer service skills.
• Strong interpersonal skills.
• Strong analytical skills.
• Staff management skills.
• Attention to detail and Accuracy or Quality Control.
• Problem Solving and Decision Making.
• Self-initiative.
• Conflict resolution.
• Results oriented.
• Adaptable to change.
• Continuous improvement mentality.