School Timetable Coordinator

Job Purpose

The postholder will:

- Manage timetabling across the Adam Smith Business School, including teaching, research, and ad-hoc bookings.

- Act as the first point of contact for all timetabling queries and coordinate activities for the School in conjunction the University Central Timetabling Team (CTT).

- Working in partnership with academics and professional services, support the delivery of the school’s strategic objectives, and aligned with the University’s Change programme adopt a data-driven approach to evaluate and improve processes to enhance the experience for both students and staff.

This role is based in the College of Social Sciences and will initially be focused on providing timetabling support for the Adam Smith Business School. The focus of the role may change in future depending on the business needs of the School and College at that time. Please note that you may be required to work in a broadly similar role in a different area of the School or College, which helps to develop and distribute good practice across schools, as well as providing flexibility for the College. There will be no change to either the grade of the role or the broad skill and experience requirements.

Main Duties and Responsibilities

1.  Manage school timetabling activity according to annual timescales, effectively communicating and liaising with School administrative staff to operationalise end-to-end processes.

2.  Work with Learning and Teaching colleagues with responsibility for timetabling, to oversee course scheduling and course set up and troubleshooting in relation to the interface between differing software and liaise with CTT to provide support and coordinate staff training.

3.  Interrogate, manipulate, and interpret complex data to report on school wide timetable issues; escalate serious or complex issues, and identify key risks to support high quality decision making.

4.  Coordinate all activity related to Central Managing Information System (CMIS timetabling software), acting as the School’s main contact for colleagues and stakeholders, to ensure the adherence to central timelines and policy.

5.  Manage all local Adam Smith Business School space ensuring full utilisation and resolution of complex issues, and alongside colleagues in the Operations Team, ensuring that these are always fit for purpose.

6.  In partnership with professional services, academics, and Facilities staff, ensure excellent communication is in place regarding the variety of complex room formats required daily.

7.  In partnership with academic and professional services colleagues, create new procedures and guidance, as related to timetable management for School staff   and implement new processes and procedures as they arise.

8.  Contribute to the planning and implementation of key workstreams across the wider School’s learning and teaching administrative support team in the provision of an effective end-to-end service ensuring compliance with university standards, policies, and procedures.

9.  Maintain and develop standard operating procedures across the School’s portfolio of taught courses and programmes.

10. All other reasonable tasks as requested by the School’s Head of Professional Services and/or Operations Manager.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1: Either ability to demonstrate the competencies required to undertake the duties associated with this post, having acquired the necessary knowledge and skills or number of different roles, or:

A2: A Scottish Credit and Qualification Framework Level 7 (Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate) or equivalent, and/or experience of personal development in a similar role.

Desirable:

B1: Knowledge of other University software packages (Moodle, Qlikview, Oracle-based platforms etc.).

B2: Knowledge of Further and/or Higher Education policies and procedures.

Skills

Essential:

C1: Excellent organisational and planning skills.

C2: Ability to quickly embrace and learn new concepts, techniques, or methodologies.

C3: Highly organised and motivated individual with a strong sense of developing and maintaining good customer relations.

C4: Ability to use own initiative, exercise independent judgement, work under pressure, prioritise own workload and meet tight deadlines.

C5: Effective communication and influencing skills, both verbal and written, to interact and collaborate effectively with a range of stakeholders including diverse functional areas and cultures.

C6: Proficient user of Excel, PowerPoint, Word, Outlook, Teams, Zoom, web development software and specifically the use of timetabling software.

C7: Strong analytical abilities to logically assess data and apply effective evidence-based approaches to decision making and process improvements.

C8: Personal style compatible and consistent with University Values and Glasgow Professional Behavioural Framework.

Experience

Essential

E1: Significant relevant work experience with evidence of personal development in a relevant role.

E2: Experience of delivering and exceeding results within a service-led organisation.

E3: Experience of analysing, evaluating and interpreting data to inform decision-making and service improvements 

E4: Experience of working with and influencing a variety of stakeholders.

Desirable:

F1: Resource management.

F2: Use of CRM/query management systems or like manage service user relationships.

Terms and Conditions

Salary will be Grade 6, £32,332 - £36,024 per annum.

This post is full time (35 hours per week) and open ended.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

3 A flexible approach to working.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community

https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/

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