Supervisor II (P8) (Registrar - Central Academic Administration: Timetables Department) at University of Johannesburg

Job Purpose:

• Function as the University’s CELCAT Room Booker Expert and Administrator, including maintaining CELCAT Room Booker – a centralised self-help service for ad hoc venue bookings of centralised venues. Supervise the process for the annual finalisation and publication of all timetables per campus. Supervise and coordinate the University’s venue booking functions for all campuses. Various UJ venue info-related tasks.

Responsibilities:
 
CELCAT administrator and CELCAT Live Room Booker expert duties

• Function as a CELCAT administrator and the CELCAT Live Room Booker expert advising on software functionality and needed enhancements. Test upgraded software when installed.
• Maintain CELCAT Databases in terms of latest staff, venue and student details.
• Maintain LDAP setups for UJ staff members for CELCAT access.
• Train University staff members in the usage of the software as per their roles, including preparing and annually revising the relevant training manuals and videos.

Timetable integrity & stability: Timely publication of correct University timetables

• Supervise the processes for updating and finalising the University’s timetables for the next academic year, including annually creating and then maintaining the University’s master file for examination- and test timetables in collaboration with the TTD Supervisor: Examination Timetables – published on the UJ Website and sent to ICS for release to students via uLink after all changes. Keep vigilant records of all SAO-/Test-/Assessment-timetable changes.
• Annually create the next academic year’s CELCAT Client LTT databases, download the academic structure files from ITS INT 4, prepare it and import it into these databases as preparation for the task above. Annually revise and update the comprehensive TTD Training Manual re lecturing timetable processes.
• Attend UTC Subcommittee meetings re lecturing timetable changes and advise re validity of motivation and feasibility. Verify that UTC approved LTT changes have been implemented.
•  Arrange, supervise and verify data comparisons between all relevant databases to ensure data quality and accuracy – 2 to 3 times annually.
• Monitor the daily LTT auto-upload processes for LTTs (CELCAT to ITS INT 4) and evaluate output error reports for referral to TTD Admin Officers where necessary.

Permanent and Ad Hoc venue bookings

• Supervise and coordinate the University’s venue bookings of lecture- & assessment venues, plus computer laboratories (in collaboration with ICS) via CELCAT Live Room Booker.
• Train and guide relevant TTD, ICS and JBS staff members as CELCAT Rooming Administrators – to be able to process requests for venue bookings from all staff members via CELCAT Live Room Booker.
• Train UJ staff members (clients) in the use of the CELCAT Room Booker System.
• Perform intermittent data audits on relevant databases.
• Review relevant BI reports annually and request enhancements if needed.
• Verify auto-emailed BI reports for issues daily and upload relevant BI reports to the Intranet: 3-5 times weekly.

UJ Master Venue file updates & tracking venue-related upgrade projects

• Keep the UJ master venue file updated with the latest correct information – ensuring that it is also aligned to ITS Integrator 4 Space System data.
• Coordinate the annual venue audit process to be completed by CTS/FM and ICS (AVS), then update all records and databases accordingly.
• Advise the FM-UTC Venues Task Team on various matters related to venues, venue availability and AV requirements.
• Keep track of and report on progress re venue-upgrade projects.

CVF Duties

• Duties for the Committee: Venues & Facilities in terms of advising the CVF on applications for: a. Student events & functions; b. Venue hiring; and c. All events scheduled in non-centralised venues.
• Supervise TTD staff re booking centralised venues for CVF-approved events.

Minimum requirements

• A post-matric degree: NQF Level 7 – Preferred study fields: IT/Computer Science/Mathematics/Statistics/Applied Maths-related
• Five years' of experience in timetabling and venue bookings at a tertiary education institution, with a minimum of two years’ experience in a supervisory position
• Extensive knowledge of and a minimum of three years’ experience in the use of the timetable subsystems of the ITS Integrator 4 Student Management System supplied by Adapt IT
• Extensive knowledge of and at least three years’ experience in the use of timetable scheduling/optimisation software, such as CELCAT, or Syllabus Plus, or a similar system
• Advanced Level MS Excel skills
• Extensive experience in the use of the MS Office Suite
• In-depth knowledge of UJ Policies and Procedures pertaining to timetables, venue bookings and venue hiring

Competencies and Behavioural Attributes:

• Excellent problem-solving skills via logical analytical thinking
• The ability to consistently work accurately under pressure – with excellent attention to detail
• Good to advanced numerical skills
• Very good verbal and written communication skills
• Excellent planning and organising skills, including staff- and time management
• Good administrative skills