Coordinator: Academic Scheduling

RESPONSIBILITIES:

- Scheduling:

- Schedule activities in line with the scheduling needs and requests pertaining to the existing and new curriculums; and the plan and implement the scheduling activities at the respective UP campuses;
- Attend meetings to discuss and interpret the academic regulation amendments approved by Faculty Board and Senate; and provide input regarding the implications for scheduling of modules;
- Compile pre-set practical, examination, and test timetables for the designated campuses, using Syllabus Plus, Resource Booker and PeopleSoft;
- Consult academic staff at the respective faculties/academic departments regarding the setting up, coordination and implementation of timetables for the practical classes for students;
- Verify all information before the start of each semester;
- Ensure that students with special needs are accommodated for practical classes;
- Provide Laboratory Assistants with finalised class lists of students before the start of each semester;
- Liaise with relevant faculty academic and administrative staff and departmental coordinators, during the preparatory scheduling processes (undergraduate, postgraduate, supplementary and final examinations and tests);
- Plan and synchronise information, and schedule academic activities (practical classes, undergraduate test timetables, specified Engineering test weeks, undergraduate and postgraduate final and supplementary examination timetables) for the designated campuses, in collaboration with approved academic regulation amendment proposals;
- Submit undergraduate and postgraduate draft, and final, test and examination timetables (including the optimal allocation of student numbers to venues) to all respective faculties/departments, and include any valid scheduling requests for changes to the timetables;
- Provide the faculty academic and administrative staff, and Invigilation office, with scheduling information regarding all tests and examinations;
- Inform relevant staff members of the publication date of the final timetables and steps to access the information;
- Coordinate and manage the booking of venues for orientation week, Summer and Winter School classes, and that the correct information is collated and published on PeopleSoft;
- Timetable Committee, ad hoc venue bookings and training:

- Assist with the preparation and distribution of the agenda and minutes for the Timetable Committee, and ensure that all approved documents are archived;
- Coordinate the ad hoc venue bookings for academic activities at the designated campuses;
- Assist the Scheduling Specialist with all scheduling related matters;
- Provide ongoing training for existing (academic and administrative) and new staff members on the scheduling software (Syllabus Plus, People Soft and Resource Booker); on the designated campuses.

MINIMUM REQUIREMENTS:

- A relevant Bachelor’s/BTech degree, with:

- A total of three years’ experience in:

- Test and examination timetable scheduling; and venue bookings;
- Working with PeopleSoft and Syllabus Plus software;

OR
- A relevant 3-year National Diploma, with:

- A total of five years’ experience in:

- Test and examination timetable scheduling; and venue bookings;
- Working with PeopleSoft and Syllabus Plus software.

REQUIRED COMPETENCIES (SKILLS, KNOWLEDGE AND BEHAVIOURAL ATTRIBUTES):

- Knowledge competencies:

- Institutional knowledge and departmental objectives;
- Institutional and faculty-specific examination policies;
- Awareness of how academic programmes, modules and teaching modes are integrated;
- Awareness of all available lecture, test, examination and practical facilities (and venues) at UP;
- Awareness of available teaching aids and general equipment in venues;
- Lecture venue booking program (Resource Booker);
- Knowledge of:

- UP administrative systems and processes;
- Webpage maintenance and HTML;
- The higher education environment;
- Curriculum and programme compilation;
- Faculty board agendas, minutes and academic proposals;
- UP policies, rules and regulations;
- Faculty administrative processes;
- Technical competencies:

- Scheduling skills;
- Secretarial skills;
- Computer skills: PeopleSoft, Syllabus Plus, MS Office, Adobe Acrobat Pro and Resource Booker (venue bookings);
- Behavioural competencies:

- Ability to communicate and maintain high levels of integrity and ethical standards when liaising with role players;
- Numerical skills;
- Pay attention to detail.

ADDED ADVANTAGES AND PREFERENCES:

- Relevant Honours degree;
- A total of five years’ experience in:

- Scheduling lecture timetables (using PeopleSoft and Syllabus Plus);
- Report writing.

The annual remuneration package will be commensurate with the incumbent’s level of appointment, as determined by UP policy guidelines. UP subscribes to the BESTMED and UMVUZO medical aid schemes and contributes 50% of the applicable monthly premium.
- A comprehensive CV;
- Certified copies of qualifications;

CLOSING DATE: