Senior Planning and Scheduling Co-ordinator at ADvTECH

Duties and Responsibilities:

Student Capacity Planning

• Works closely with the Head: Academic Operations and Head: Student Recruitment (where applicable) in understanding student number target requirements for the following year for capacity planning purposes.
• Supervises the implementation of the process and advises on the need to teach out a qualification in consultation with the Head: Academic Operations, and ensures that all such requests are formally approved via the National office and governance committees at the Central Academic Team (CAT).

Lecturer Budget Support

• Works with the campus Academic team to ensure they are informed of the student group planning in order to complete the lecturer budget.

Venue Management

• Oversees the ad hoc allocation of venues for various events throughout the year, including any corporate offers on campus.
• Oversees all communication to students and lecturers regarding any changes to the teaching timetable.
• Collaborates with the Admission Centre on matters relating to student group capping, management of group sizes and the allocation of specific modules.
• Manages the campus venue booking system and ensures that it is user friendly and easy to update in order to alleviate issues relating to daily changes in venue allocations.
• Liaises with the campus ICT department in order to effectively plan for any venue related IT requirements such as computer room software, IT equipment requirements e.g. projectors etc.
• Liaises with the campus Facilities Co-ordinator to report any venue related problems or to arrange for special requests regarding venue facilities, and ensures that classroom checks are completed timeously.

Assessment Timetabling

• Implements the national assessment timetable as received from the Faculty Managers (FM).
• Reviews and advises on campus venue constraints in relation to the assessment timetable on receipt of the draft timetable from the National Operations team so that specific campus constraints can be accommodated in subsequent drafts until the timetable is finalised.
• Manages the scheduling of assessment venues with the Senior Assessment Officer.
• Ensures effective planning of computer room venue software and IT equipment in venues for practical assessments.
• Manages the scheduling of special needs assessments.

Timetabling and Attendance Register Management

• Allocates lecturers into the teaching timetable, taking into account respective lecturer constraints as received from the Academic team.
• Manages timetable changes during the academic year (i.e. updates the academic system with rescheduled sessions received from the Academic team).
• Captures attendance in the academic system on request.
• Monitors registers daily during the registration period to identify students who are still not appearing as registered students and ensures this information filters through to the Admission Centre for follow up for the completion of the registration process.
• Ensures that the attendance registers are filed correctly in an orderly system for ease of accessibility in the case of attendance related enquiries.
• Manages the operational delivery of programmes, this may include programme specific events e.g. Moot court, Info evenings etc.
• Releases and communicates the teaching timetable to students and lecturers and informs them of any updates to the timetable thereafter.
• Ensures that all timetabling information is captured accurately and timeously in the academic system.
• Schedules supplementary sessions as required from the Academic team.
• Manages all deadlines for the Capacity Planning and Timetabling Centre.

Programme Operations Support

• Acts as the liaison between the Capacity Planning and Timetabling Centre and the Heads of Schools on any programme related issue in support of the academic programme.
• Prepares programme start packs for programme starts at the start of a semester, including Short Learning Programmes (SLP's).
• Co-ordinates the academic material for lecturers in respect of orders through the National office.
• Maintains a strong communication channel with all relevant stakeholders that supports all operational requirements that may impact the designated programmes.

Campus Collaboration, Team Support and General

• Assists with campus specific projects/events (e.g. Graduation, Open Day etc.).
• Collaborates with all departments on campus to facilitate optimal performance within the Capacity Planning and Timetabling Centre and to ensure a high quality student experience.
• Facilitates training for any new Capacity Planning and Timetabling Centre staff.
• Arranges/facilitates regular team group sessions with discussions centring on the challenges experienced with existing processes and the proposed improvements needed to address these challenges.
• Provides regular feedback to the Head: Academic Operations / Deputy Head: Academic Operations in terms of the functioning/performance of the Capacity Planning and Timetabling Centre.
• Provides support to the team via performance management and management of leave.
• Ensures compliance to The Protection of Personal Information Act (POPIA) legislation relevant to the Capacity Planning and Timetabling Centre.
• Ensures that all student queries relating to the Capacity Planning and Timetabling Centre are resolved timeously.

Competencies Required:

• Interpersonal and communications skill
• Problem solving skills
• Coaching and mentoring skills
• Time management skills
• Best suited to a friendly, organised and systematic person who has an eye for detail and who works accurately and is able to handle pressure.

Minimum Qualifications Requirements:

• Minimum of an Advanced Diploma or Degree (NQF Level 7). However, candidates in their final year of their studies (NQF Level 7) who are currently employed at the company will also be considered for the role.

 Minimum Work Experience Requirements:

• Minimum of 2 years administrative experience (ideally with timetabling experience), and 2 years leadership / supervision experience for external candidates.