Scheduling Manager (m/f/d)

Your Responsibilities

As Scheduling Manager, you will lead and oversee the planning, coordination, and execution of academic timetables and events across Gisma’s Potsdam and Berlin campuses. This leadership role requires strategic oversight of scheduling operations, continuous process optimization, and the ability to manage stakeholder relationships across departments.

Key Responsibilities

• Lead and develop scheduling function for all taught programmes, classes, and academic events.
• Design, implement, and oversee the semester timetable creation process, ensuring alignment with institutional goals and academic requirements.
• Supervise the creation and publication of student and faculty timetables for all degree programmes within the deadline.
• Forecast resource needs (rooms, faculty hours, equipment) and ensure efficient allocation in collaboration with academic leadership.
• Optimize timetable structures to enhance the student learning experience and faculty workloads.
• Lead a team with scheduling team, ensuring accuracy, consistency, and service excellence.
• Act as a key liaison between academic departments, faculty, and administrative teams to manage teaching loads and scheduling constraints.
• Oversee reporting on room utilization, capacity planning, and long-term infrastructure needs.
• Manage internal scheduling systems and student administration platforms.
• Handle complex scheduling inquiries from students and staff in both English and German.
• Ensure compliance with institutional policies and health and safety guidelines during room assignments and academic planning.
• Continuously improve scheduling processes, identify system upgrades, and recommend best practices.
• Cross-check data in freelance faculty invoices to ensure consistency with scheduled teaching hours.
• Create module groupings for optimal timetable planning and delivery across programmes.

Your profile

• Proven experience in academic scheduling, operations, or project management, ideally in a leadership or managerial capacity.
• Fluency in English (written and spoken); professional proficiency in German is preferred but not essential .
• Strong organizational and leadership skills with the ability to manage cross-functional teams and projects.
• Proficient in scheduling software and student administration systems; intermediate to advanced skills in MS Excel required. Familiarity with PowerBI or similar tools is a plus.
• Excellent interpersonal and communication skills to engage with academic and administrative stakeholders.
• High attention to detail and a proactive approach to problem-solving.
• Preferred experience with educational or planning tools such as Canvas, SYS, and Teamup Calendar.
• Bachelor’s degree required; Master’s degree preferred.
• Experience in higher education administration is advantageous.

Why us?

• Opportunity to lead a core operational function in a dynamic, international university.
• A collaborative team environment within a modern, centrally located campus in Potsdam.
• Participation in campus events and professional development initiatives.
• Autonomy to develop and implement innovative scheduling strategies.
• Diverse, multicultural work environment with growth potential.