Our client, a leading Facilities Management company is currently looking for a Timetabling Officer - UAE National who provide administrative support to produce effective and efficient centralized teaching timetables and carry out room bookings for the University staff and students, as a member of the Timetabling Team. She will be involved in all aspects of the compilation, maintenance and administration of University timetables, utilizing the computerized system.
Key Job Responsibilities: - Liaise with University academic advisors, administrative and timetabling coordinators to produce teaching schedules for the university
- Ensure timetabling work is carried out in accordance with College policy and procedures.
- Responsible for creating the teaching timetable which is clash-free and in-line with the course requirements of the departments within the procedures and timelines for the University using the centralized timetabling system on a University-wide basis.
- Respond to queries from the academic and administrative staff by telephone and by e-mail, in a timely manner.
- To provide a point of contact for designated teaching units on all timetabling related matters a summary of issues found with timetables and assist in their resolution.
- Ensure the timely distribution of these timetables to all necessary parties.
- Data entry of teaching department timetables onto the timetabling system at the start of each academic year, term or semester as appropriate.
- The subsequent maintenance and update of timetables onto the timetabling system, during the academic year.
- To ensure, in conjunction with academic advisors, that data held on the system accurately reflects current timetables of a semester.
- Maintain up-to-date records in master files in soft / hard copies that are related to timetabling.
- Any general administration as required (filing, photocopying etc.) in the department.
- To develop an understanding of the databases used within the department
- Contribute to the work of the team as appropriate during busy periods and colleague absence, provide administrative support to all aspects of team activities as required
- Maintain effective working relationships with University academic and administrative colleagues
- Responsible for the management of the room booking system to ensure an efficient service is being carried out, using the scheduling software and the FM Easy room booking system.
- Production of any reports requested regarding timetabling or room booking
- Make a positive and active contribution to team meetings, as well as to service and process reviews and other initiatives as requested
- Actively participate in on-going professional development activities as requested To undertake any training and development, as required.
- To work within departmental procedures and ensure adherence to Health & Safety and Data Protection requirements.
REQUIREMENTS Essential: - Minimum Secondary Education completion
- Full and comprehensive understanding of the English language (oral & written)
- Good communication and inter-personal skills, able to liaise with staff and customers of both genders at all levels
- Good time and workload management
- Experience of and knowledge of MS Word, Excel & Outlook
- Analytical skills with an inquiring mind
- Acute attention to detail and accuracy
- Good team player
Desirable: - Bachelor's degree in any field
- Knowledge or experience of the timetabling process in a College environment is required
- Experience of working within the Education sector
- Experience and knowledge of working with a database system
- Familiar with University/College computerized scheduling techniques
ABOUT THE COMPANY Black Pearl is a progressive, dynamic and well structured HR solution provider that offers permanent recruitment services, HR consultancy, psychometric assessments, coaching and also professional training services for clients from different corporate sectors in the Middle East.
Like a rare and unique black pearl, we consider our partnership with our clients and job seekers as a fine, precious and valuable encounter that needs to be affirmed, developed and supported with a strong commitment to deliver not only the right services but the best in the industry.
Our aim is to meet and exceed the expectations of our clients, strategically offering Black Pearl services that are customized to the unique requirements of our clients and job seekers alike, resulting in effectively achieving goals and all that is required in this ever evolving and competitive market.
