Executive, Resources and Scheduling

Resources and Scheduling

As a Resources & Scheduling (RS) Executive, you will work with the RS Manager and team to ensure efficient and high-quality administrative support for a range of RS operations and activities related to course timetable scheduling, classroom resources and logistical support to the operations and delivery of class sessions.

Job Description

• Establish and improve work flows and processes related to Student Information Management System (SIMS).
• Assist Manager, RS to assess and specify systems’ needs and monitor its delivery and implementation.
• Oversee the onsite support at Ngee Ann Poly (NP) and ensure smoothly delivery of lessons at the rented classrooms across NP campus.
• Plan the onsite engineer roster to ensure sufficient manpower to support the classroom setup across NP campus.
• Collaborate with LSA and Schools on video recording of courses in SUSS and NP classrooms.
• Collaborate with Schools, and SIM-Facilities to ensure smooth delivery of all SUSS’s classes.
• Oversee clash check setup for eCR and AOO and course timetable.
• Oversee course schedule information gathering process to ensure the collation and verification is complete.
• Oversee email triggering process to the respective schools on Re-sit Revision.
• Oversee the checking process on finalise timetable setup.
• Supervise a team of Senior Officers and Officers in their daily operations and provision of administrative support in operational matters.
• Establish and maintain an efficient documentation, filing and records retention system on financial transactions for classroom rental and logistical support.
• Investigate and document issues relating to feedback, complains, logistics issues, etc.
• Conduct periodic tracking of facilities usage to ensure that the room allocation planning is providing optimal forecasting, scheduling, and identifying new methods, strategies and opportunities to achieve high rate of room utilization.
• Administer the invoice verification process on the logistical support provision from SIM Facilities by tracking the CMIS entries and identifying potential discrepancies, making sure that the submitted invoice matches our usage records before processing payment in FIN2.0.
• Conduct periodic reviews of work processes and systems to improve productivity and turnaround time.

• Collate and prepare management reports and statistics on course timetable.

• Analyse historical call trends and evaluation results to establish process bottlenecks/root cause in order to identify operational opportunities with recommended resolution for improvement.

• To participate in SUSS activities as specified in respective action plans and/or duty roster such as examination invigilation, briefings, orientation, graduation, etc.

• To support and perform any other duties as assigned by Manager, RS.

Job Requirements

• Degree holder with at least 2 years’ of relevant working experience.
• Computational thinker with clear thought process
• Analytical, resourceful and able to multi-task in a fast paced environment
• Able to work independently and take initiative
• Meticulous with an eye for details
• Positive, collaborative with good communication and influencing skills
• Not afraid to innovate
• Proficient in Microsoft Office