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The Scheduling Executive is responsible for the planning, coordination, and publication of academic schedules, including class timetables, examination timetables and progressive tests or assessments. This role ensures effective utilisation of learning spaces and resources, while also managing academic staff induction, sourcing and recruitment of sessional academics, teaching approvals, teaching contracts, and providing administrative support to maintain seamless academic operations.

DUTIES:

1. Scheduling and Planning

• Develop and obtain Academic Board approval for the annual Academic Calendar, ensuring it adheres to Curtin University's calendar.
• Communicate the approved Academic Calendar to all stakeholders (i.e. students, academic and professional staff, course providers).
• Manage the scheduling and timely publication of class timetables, ensuring optimal allocation of resources and learning spaces. Ensure accurate and prompt dissemination of timetables to students and relevant stakeholders through approved platforms.
• Coordinate timetable planning processes for each study period, ensuring adequate preparation and readiness for the upcoming study period. This includes liaising with academic staff and confirming resource availability.
• Input and update scheduling information on the student learning management systems (i.e. Navigate Timetable) accurately.
• Coordinate with the Enrolment Team on the closing and opening of classes during Week 1 of each study period. Ensure all closing or opening of classes are completed by Week 2 of each study period.
• Support the class monitoring process to ensure they are taking place in accordance with the timetable and keep records of any changes.
• Plan and support the academic and logistics preparation of course before commencement and is not limited to the following:
  • • Timetable and academic scheduling that is clash free and aligned to the tuition pattern or delivery requirements of the units and courses.
    • Availability of online platforms (i.e. Learning Management Systems) where academic staff and students have access to academic resources such as course content, unit outlines with lesson plans, and the approved online teaching platforms for online lesson delivery.
    • Make provision for software or program required for teaching and learning purposes to academic staff and students.
    • Assignment of qualified academic staff to units and courses.
    • Ensuring appropriate teacher to student ratio based on appropriate and approved class sizes.
• Develop, plan, and publish the Progressive Assessment Schedule by the end of Week 3 (Friday), ensuring all assessments scheduled are accurately captured. Ensure timely dissemination of the schedule to students and relevant stakeholders via appropriate platforms.
• Develop, coordinate, and finalise the planning of the Final Examination Schedule. Ensure that examination timetables are accurately prepared, approved, and published to students and relevant stakeholders in a timely manner, following the Final Examination Publication due date on the Academic Calendar. Monitor and address any scheduling conflicts, resource limitations, or other issues that may arise during the planning process.
• Work in conjunction with the Assessments Team on the administration of deferred and supplementary exams, including scheduling, notification to students, and record-keeping.
• Manage the assignment of marking responsibilities for Final Exams and other assessments.

1. Resource and Learning Space Management

• Ensure efficient management, allocation, and optimisation of learning spaces and venues for classes, examinations, assessments and other events and activities. This includes coordinating room bookings, ensuring appropriate facilities are available, addressing potential conflicts in venue scheduling, and enhancing the utilisation of learning spaces to support teaching and assessment requirements.
• Continuously assess space requirements and make adjustments as necessary to maximise efficiency and availability of learning environments.
• Schedule replacement classes and adjust learning space allocations as required.

1. Academic Staff Coordination

• Maintain and update the Instructor Assigned List to ensure an accurate and up-to-date record of approved academics and their details.
• Facilitate the sourcing, recruitment, and onboarding of sessional academics and other teaching staff as required, ensuring they meet the standards set by Curtin University, Curtin College and Navitas English.
• Conduct comprehensive induction programs for new academics to familiarise them with standards and practices, academic policies and procedures, and applicable Learning Management Systems.
• Manage academic staff’s documentation for Skillsfuture Singapore (SSG) (local regulator) registration and ensure compliance with Enhanced Registration Framework (ERF) requirements. Confirm that all academics are approved by each respective partner provider and local regulatory body before commencing teaching.
• Prepare and issue teaching contracts and work in conjunction with the Assessments Team in relation to the marking fees.
• Ensure all relevant academics have timely access to necessary resources and Learning Management Systems and relevant platforms.
• Assist in planning, organising and keeping records of Professional Development workshops and sessions for academic staff.
• Provide support to academic staff for course delivery requirement.
• Support and plan lesson observation and conduct surveys related to teaching quality and academic experience as part of course delivery quality management.
• Assist in checking sessional academic staff teaching and related miscellaneous claims for submission to Accounts for processing.
• Ensure that course delivery is based on the approved learning outcomes and delivery plans.
• Monitor the course delivery to ensure quality of teaching to provide information on performance of academic staff for evaluation and appropriate and timely intervention actions to be taken, in conjunction with the Senior Manager (Academic) and Director of Academic Services.

1. Administration and Record Keeping

• Ensure all academic scheduling processes and documentation are accurately recorded and maintained for audit purposes.
• Provide timely reports and updates to relevant stakeholders on scheduling matters.
• Maintain up-to-date records of academic staff assignments, teaching contracts, and scheduling data.
• Ensure accurate and thorough record-keeping of deferred and supplementary exam scheduling, student notifications, and outcomes.

1. Others

• Work collaboratively with Enrolment Team in supporting new, continuing and progressing students’ enrolments and class registration to ensure all academic scheduling are aligned to students’ study plans and enrolment and transition planning in cases of course changes, revisions or teach-out.
• Provide support and assist students with academic enquiries at Student Connect and/or student academic advising session and orientation briefings when required.
• Work collaboratively with Assessments Team in retrieval of assessments details and all assessments scheduling publication. 
• Assist in ensuring that the operations and functions of Scheduling Department are conducted in compliance with and meet all regulatory requirements and institutional policies and procedures.
• Be involved in audit preparations and interviews conducted by local regulators or course providers.
• All other duties as assigned by the Director of Academic Services

KEY COMPETENCIES:

• Strong organisational and time-management skills with the ability to manage multiple tasks simultaneously.
• High proficiency in MS Excel, scheduling systems, spreadsheets and databases.
• Excellent communication and interpersonal skills for liaising with academic staff and academic leaders of partner providers.
• Attention to detail and accuracy in record-keeping and data management.
• Ability to work collaboratively within a multidisciplinary environment.

QUALIFICATIONS & EXPERIENCE:

• Bachelor’s degree or equivalent qualification in a relevant field.
• Proven experience in academic scheduling, timetabling, or related administrative roles.
• Familiarity with learning management systems and academic scheduling tools.

• Annual Leave – Competitive leave entitlement for work-life balance.
• Medical & Dental – Comprehensive healthcare benefits.
• Learning & Development – Opportunities for continuous professional growth and skill development.