Department:School of Environment and Technology

Role description

Location:Moulsecoomb

Job title:Senior Programme Administrator

Post number:SV5051

Grade:5

Responsible to:School Administration Manager

Purpose of the role

To carry out a full range of complex, administrative and support activity including preparing,organising, creating and maintaining accurate and timely student timetables for the school. To liaise with academic school timetabling leads and other relevant internal teams, using and manipulating the Content Management Interoperability Services (CMIS) timetabling system and other associated systems andproviding advice, ensuring consistency with university established and agreed practices, policies and timelines.

The post holder exercises initiative to resolve complex timetabling matters, meeting school/ academic staff/ module and student requirements and resolving conflicts where required, referring to the School Administration Manager only where there is no clear precedent or in unusual circumstances.

The Senior Programme Administrator is responsible for planning work activity for the year ahead; working with academic leads across the school to forecast and in some cases predict, timetabling needs;negotiate where conflict arises throughout the scheduling process; and resolve issues as they arise to ensure the timely production of student timetables within the prescribed timeframes.

Main areas of responsibility:

Time %
Produce undergraduate and postgraduate student timetables for the campus, in line with the university timetabling policy and to agreed timescales; balancing the needs of school/ academic staff/ module/ student requirementsand exercising initiative to produce the ideal student timetable, thus contribute to improving the student experience, and ensuring the best use of space is prioritised. / 35
To input timetabling data using the CMIS functionality;updating, analysing and manipulating data as necessary, ensuring the accuracy of course structures, student numbers, staffing availability and shared module data plus any other data necessary to produce timetables and to participate fully in the process of fitting students to teaching groups, in order to produce personalised student timetables and makes best use of the campus shared teaching space available. / 20
To build and maintain excellent relationships with academic school leads, in order to gather, collate and understand specific, different and changingteaching requirements within the school, accountable for independently negotiating changes with academic leads when required in order to achieve the best outcome for the university and student experience. / 10
To obtain and maintain a detailed understanding of the CMIS functionality and the academic annual timetabling and resource allocation process, keeping up to date with any CMIS system or timetable procedure developments and undertaking relevant training. In addition, monitor any changes to CMIS, ensuring that updated practice or policy is communicated clearly to all parties involved in timetabling, and identify and contribute towards improvements in service delivery and procedural/ policy development. / 10
To provide specialist advice and support with complex timetabling related processes and independently resolve timetabling administrative / support queries from school staff, ensuring compliance with agreed guidelines and procedures; both centrally and locally. / 10
To be responsible for creating and maintaining student and course records relating to a range of programmes and courses in liaison with the School Administration
Manager and Deputy School Administration Manager. This will include the use of the CAMS system and its exploitation for the particular needs of each programme and course. / 5
To organise and service committees and meetings. This will include ensuring rooms have been booked, the preparation and circulation of agendas, the minuting of meetings and ensuring that follow-up actions are taken either personally or by passing them to the appropriate person and checking that the necessary action is taken. / 10

It should be noted that during exceptionally busy periods in May, August and September it maybe necessary to restrict annual leave.

The postholder may additionally be asked to undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser graded post

Selection Criteria

Essential

Proven evidence of a high level of analytical, problem identification and problem solving skillsreflecting good numeracy
Excellent communication skills and a proven ability to communicate complex data clearly and sensitively to a wide range of audiences, with proven negotiating skills
Demonstrate work experience in administration within a Higher Education Institution including producing electronic student timetables using a complex database
Ability to competently use, manipulate and maintain complex databases and online systems and computer programmes (Outlook, Word, Excel)
Ability to plan and prioritise a range of work activities within agreed deadlines and within the relevant area of expertise using own initiative, whilst resolving conflicts of interest with a minimum of supervision
Ability to methodically produce good written communications and numerical information accurately and clearly
Ability to interpret, apply and communicate complex regulations and procedures, demonstrating sensitivity and diplomacy when communicating difficult information
Able to workas part of a team, sharing good practice and developing effective professional relationships with colleagues.
Work proactively, collaboratively and flexibly with others.

Desirable

Functional understanding and knowledge of Facility CMIS or similar timetabling system
Knowledge of the annual academic timetabling and resource allocation process
Knowledge of student fitting process within CMIS
Knowledge and understanding of how students choose their option choices via the online system
Knowledge and understanding of the SITS student information management system

26/07/16