Supervisor III: Examination Timetables (P7) (Registrar: Central Academic Administration: Timetables Department) at University of Johannesburg

Job Description:

• The Timetable Department resides within the Central Academic Administration Division and is responsible for all tasks related to the University’s Timetables – i.e. all lecturing- and assessment timetables, as well as permanent and ad hoc venue bookings of all lecturing- and assessment venues, plus computer laboratories (in collaboration with the Manager: Computer Labs).

 
Job Purpose:

• Responsible for the centralisation and optimisation of the University’s examination timetables (ETTs) for main- (Jun & Nov), SSA- (Supplementary, Special & Aegrotat – Jul & Dec) and special (Aug & Jan) exams, including optimal venue allocation. Responsible for maintaining some of UJ’s Calculation Criteria data: SSTUDE-2. Supervising exam timetable functions of the Department for all campuses. CELCAT Exam Scheduler Expert and Administrator.

 
Responsibilities:
 
Support good governance of the UJ exam timetables for effective (optimised) exams (final assessments): 

• Maintain, optimise and publish the Master Exam Timetable (ETT) for all main assessments (June & November).
• Coordinate the annual update and distribution of the UJ Assessments and Exams master files.
• Assign examination venues fairly and efficiently using CELCAT Exam Scheduler across all campuses.
• Every three years, regenerate the University’s main undergraduate exam timetable from a zero-base.

Risk Mitigation & Quality Assurance:

• Validate and implement approved timetable calculation criteria annually.
• Ensure consistency across all timetable-related systems and records.
• Implement University-approved timetable changes, storing relevant audit trails.

CELCAT Exam Scheduler Administration:

• Act as the CELCAT Exam Scheduler expert and administrator.
• Test software updates and interface functionality (ITS INT 4 system).
• Liaise with internal and external stakeholders for process optimisation.

Ad Hoc Venue Booking Coordination:

• Collaborate to integrate and lock venue data across all campuses for smooth ad hoc bookings.
• Prepare templates for registration and special exam bookings annually.

Timetable Publication & Communication 

• Coordinate timely publication and communication of exam timetables and venue allocations.
• Ensure all stakeholder feedback and changes are implemented and documented.

Minimum requirements

• A Degree or relevant (NQF 7) qualification in  (IT/Computer Sci/Mathematics/Statistics-related study fields preferred).
• Five (5) years of experience in timetabling and timetable optimisation at a tertiary education institution, with a minimum of two (2) years’ experience in a supervising position.
• Extensive knowledge of and a minimum of three (3) years’ experience in the use of the examination timetable subsystem of the ITS Integrator 4 Student Management System supplied by Adapt IT.
• Extensive knowledge of and at least three (3) 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 and venue bookings.

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.

Recommendations:

•  A Postgraduate Diploma in the relevant field.