Scheduling Specialist

Job description:

• Estimate the number of students per semester as an initial step of creating the semester schedule & staff planning (staff planning done by coordinators according to scheduling our estimated count of groups).


• Offer complete estimation of needed number of TAs per faculty per department based on the actual scheduled groups


• Actively participate in creating semester schedules (winter, spring & summer semesters)


• Creating groups on the system & linking groups to the correct calendar settings (which will affect attendance sessions creation & attendance dates)


• Defining the revised & approved schedule on the system. This step involves about ‎50,000 entries per semester


• Revise Defined schedules (make sure that there are no duplicate sessions, no missing sessions & make sure that the groups have correct hours definition, correct calendar settings & correct attendance status of defined groups


• Distribute students on the scheduled groups. Since this distribution should take into consideration groups' capacity, balanced lecture groups distribution & different combination of language levels


• Distribute senior engineering students on the chosen elective groups taking into consideration the groups capacity & different existing combination of electives & their conflicts with core subjects


• Actively participate in creating exams schedules taking into consideration students & academics feedback on the schedule.


• Resource planning for executing exams. Since we are running ‎2 different calendars, exams of some students are always scheduled simultaneous with ongoing teaching of other students. Resources used in exams should not conflict with the concurrent teaching.


• Resources planning for major events. e.g. having Christmas dinner in exam halls during the final exams of enrolled students in winter semester or conducting the employment fair during the running spring semester. Also scheduling new students' orientations during enrolled students teaching weeks.


• Preparing quizzes calendars for the assigned faculty making best use of examination resources. Since we are running ‎2 different calendars, quizzes of some students will run concurrently with the MT or final exams of other students. Resources' planning to conduct all required exams in the available exam resources is an important task of the scheduling specialist.

Required qualifications:

Education and/or Experience:
* Bachelor Degree in any related field.
* ‎0- ‎3 years of experience in HR, career services or marketing is preferred.

Knowledge, Skills and Abilities:
* High level of interpersonal & organizational skills is essential. Demonstrated organizational and planning skills.
* Excellent mathematical and statistical abilities
* Ability to perform calmly under stress and handle multiple assignments simultaneously.
* Ability to independently prioritize workload and adapt to rapidly changing priorities.
* Detail oriented and organized.
* Should have excellent written and verbal communications skills and have demonstrated the ability to be approachable and tactful.
* Ability to deliver against targets and timescales is essential.
* Ability to integrate resources, policies and information for the determination of procedures, solutions, and other outcomes.
* Ability to work effectively with a variety of groups.
* Ability to organize work effectively with an understanding of organizational policies and activities.
* Thorough knowledge of GUC administration, policies, practices, and procedures.
* Ability to communicate with a variety of personalities in a tactful, pleasant, and professional manner.