Position Purpose

To manage the preparation and distribution of the Class Schedule as per the Timetabling Plan for the production of clash free timetables for the UAE University and University of Kalba. To ensure the continued strategic development of the Timetabling Department and its procedures including monitoring of service levels and staff performance. Development of timetabling processes and procedures pertaining to the University to ensure high quality effective and efficient administration is provided for University faculty, students and staff.

Role Description

Strategy

• Support the Timetabling Manager in building and enhancing the strategic partnership with the UAEU and UKB.
• Actively participate in proposing new business ideas and presenting the Timetabling services to the market.
• Develop, implement and review the process and timelines leading up to the production of the timetable.
• Ensure that University Policy and regulations are applied and in cooperation with the University Senior Management, proactively contribute on an on-going basis to the review and development of policies and other strategic matters.
• Act as the primary liaison with University representatives, Registrar Offices, and Academic Affairs departments to ensure effective communication and alignment of timetabling requirements and strategic objectives.
• Identify operational improvement opportunities and provide recommendations for timetable optimization, space utilization, and scheduling efficiencies.

Service Delivery

• Plan and manage the production, distribution and publication of clash free timetable information to the University ensuring timely delivery through appropriate systems within the agreed timelines.
• Manage and maintain accurate timetabling data in the timetabling software system and monitor data input to ensure data integrity.
• Carry out final Quality Control checks of the final timetable before submission to the University.
• Run “what if” scenarios and produce reports as requested by the customer.
• Maintain, in consultation with the team, an annual operational schedule for Courses and Scheduling administration and ensure that the team adheres to deadlines on a day-to-day basis.
• Monitor timetable production milestones and service delivery targets and report progress, risks, and issues to the Timetabling Manager.
• Support the implementation of major timetable changes, academic restructuring initiatives, and special projects.
• In consultation with the Provost office and Registrar Department, produce the Semester Timetabling Plan for the Class Schedule, including examination periods, and ensure that suitable resource is available to deliver the outputs as required in accordance with the agreed timelines.
• Work closely with senior academic staff to ensure that all timetabling requirements are considered and integrated following the guidelines from the University.
• Ensure the amicable resolution of timetabling issues, or clashes in the timetable, in a timely manner.

Stakeholder Management

• Act as the primary operational contact for assigned university stakeholders regarding timetable production and scheduling activities.
• Facilitate resolution of complex scheduling issues through engagement with academic and administrative departments.
• Maintain effective working relationships with University departments and external stakeholders.
• Participate in customer meetings, service reviews, and operational planning discussions.
• Meet regularly with team members and other operational leaders to ensure effective communication and collaboration.

Systems and Reporting

• Set up new data in Timetabling Software during the year as necessary.
• Provide training to the team members in their use of the software; as well as yearly refresher training on all Software functions and departmental policies and procedures.
• Responsible for dealing with technical difficulties and taking responsibility as overall timetabling system administrator.
• Production of regular and ad-hoc reports as required in preparation for statutory and other external data returns.
• Provide training on the Timetabling software to University Staff, as required.
• Participate in system testing, configuration validation, and user acceptance activities for new software implementations, upgrades, and enhancements.
• Identify system enhancement opportunities and submit recommendations to improve operational efficiency and user experience.
• Support data integration activities between timetabling software and institutional systems.
• Assist in the development and maintenance of reporting dashboards and performance metrics.
• Monitor teaching space utilization and room allocation efficiency and provide recommendations for optimization.

Leadership and Supervision

• To lead, manage, train, develop, monitor and annually appraise all the timetabling officers in the team.
• Supervise the work of the Timetabling Analysts to ensure that they carry out their defined duties.
• Participate in the appointment of new employees and manage their induction, deployment, performance management and on-going development.
• Development and motivation of the timetabling team providing guidance in achieving their roles and responsibilities.
• Develop, implement, and maintain departmental policies, procedures, and operational standards, and ensure adherence across the timetabling team.
• Support business continuity planning activities and participate in testing and review exercises.
• Identify operational risks affecting timetable production and recommend mitigation measures.
• Maintain contingency plans to ensure continuity of timetable operations during system outages or service disruptions.

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 in any field.
• 5 years of experience in scheduling or an academic environment.
• Excellent understanding of timetabling processes and planning within a University environment.
• Proven track record of effectively planning, prioritising and managing timetables within set deadlines.
• Ability to prioritise effectively and with initiative in a fast paced, high pressure work environment ensuring that outputs and deadlines are met.
• An analytical mind with good ability to analyse data and identify and resolve problems.
• Proven leadership or supervisory experience.
• Clear and effective communication in English, both verbal and written.
• Demonstrable analytical skills and computer literacy including at least intermediate level use of Microsoft Office, particularly Excel; and knowledge of timetabling system.
• Experience with data processing and working with a complex database.

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.