Student Services Executive

1. Timetable Planning & Coordination

• Plan, prepare, and manage academic timetables for all programmes and intakes.
• Coordinate with Programme Leaders, Lecturers, and Academic Departments to finalize class schedules.
• Ensure there are no clashes in lecturer assignments, classroom usage, or student timetables.
• Adjust and update timetables promptly in response to changes (e.g., lecturer availability, room bookings, or student numbers).
• Support the smooth delivery of academic operations, including class commencement and examination arrangements.
• Maintain up-to-date records of teaching assignments, room allocations, and academic calendars.
• Ensure all timetable information is accurately communicated to staff and students.
• Prepare academic reports or summaries related to class schedules and attendance.

2. Lecturer & Resource Management

• Assign teaching loads to lecturers according to availability and programme requirements.
• Liaise with part-time and full-time lecturers for class confirmations, changes, and replacements.
• Schedule classes and prepare deployment documents for approval; coordinate contracts with HR.
• Register lecturers with EDP partners and Academic Directors; provide documents for CPE registration via QAC.
• Manage classroom and facility usage efficiently to optimize resource allocation.
• Update timetable and lecturer information in academic systems and trackers.
• Ensure data accuracy for audit, compliance, and reporting purposes.
• Generate and verify reports related to lecturer scheduling, teaching hours, and academic delivery.

3. Communication & Coordination

• Serve as the key contact between Academic, Examination, and Student Services units on timetable-related matters.
• Communicate timetable changes, zoom links, and important updates clearly to students and lecturers.
• Support students and faculty with timetable, class, or room arrangement enquiries.
• Respond to University enrolment queries, Blackboard login issues, grade viewing problems, and missing timetable concerns.

4. Results and administrative support

• Assist in processing student requests (e.g., certification letters, academic transcripts, verification of student records).
• Liaise with university partners on academic matters.
• Provide administrative support for all programmes offered in the Institute.

Selection Criteria

1. Creative and analytical

2. Detail-oriented

3. Strong verbal and written communication skills

4. Ability to work in groups and demonstrate leadership skills

5. Min 1 year of relevant working experience or equivalent