Examinations & Timetabling Officer University of Birmingham Dubai

Timetabling

• Develop, coordinate, and maintain teaching timetables in collaboration with Programme Administration and academic leads.
• Allocate teaching spaces efficiently, ensuring optimal utilization of campus facilities.
• Ensure timetable data is accurate in student systems, minimizing clashes and enabling smooth registration.
• Resolve timetable and registration issues, including monitoring class sizes, venue changes, and oversubscribed sessions.
• Provide advice and training to staff and students on timetable and registration processes.

Examinations

• Lead on the production, coordination, and publication of examination timetables each semester.
• Manage examination logistics including paper production, secure storage, rooming, invigilator rostering, and alternative sittings.
• Ensure examinations are fair, transparent, and compliant with institutional and regulatory requirements.
• Provide training and supervision for staff during examination periods.

Room Booking

• Process ad hoc room booking requests using the timetabling scheduling system.
• Provide user support for room bookings and liaise with stakeholders such as Security, Facilities Management, and the Events Bureau to maintain bookings.
• Build strong professional relationships to ensure accurate and timely room booking services.

Mobility Liaison

• Act as the Dubai campus contact point for student mobility matters.
• Provide practical guidance to outgoing students on various implications related to their study abroad or exchange period, referring them to the Edgbaston teams for detailed mobility arrangements.
• Ensure that incoming mobility students are appropriately integrated into timetables and assessment schedules, and that any specific needs are communicated early to academic and administrative teams.
• Collaborate with the Edgbaston Go Global team to ensure consistency and data sharing.
• Maintain oversight of mobility student numbers to support capacity planning.

Cross-Functional Coordination & Student Services Support

• Work closely with Student Services to align immigration, enrolment, and academic scheduling requirements.
• Provide operational support for student lifecycle activities during quieter periods (e.g., registration, ID cards, graduation logistics).
• Contribute to continuous improvement initiatives across timetabling, examinations, and mobility processes.

General

• Promote equality, diversity and inclusion, acting as a role model and fostering an inclusive working culture.
• Undertake continuous personal and professional development.
• Provide excellent customer service at all student interaction points, ensuring queries are managed from initial contact to resolution, including handling and resolving complaints where appropriate.

Additional Responsibilities

• Ensure compliance with University policies, regulations, and data protection requirements.
• Support Welcome, Graduation, and campus-wide student experience activities as required.
• Undertake cultural sensitivity training and apply awareness in daily interactions.
• Engage with quality assurance and continuous improvement processes.
• Undertake Health & Safety duties as per University policy.