Timetabling Coordinator

Description:

• Academic Services Division

• This is a full time, continuing position with a salary in the range $102,565 to $111,686 (HEW 7) plus a generous super allowance of up to 17%.

• Lead a high-performing team focused on enhancing UQ's student experience through improved timetabling and system functionality.

• This role is ideal for an experienced leader with strong analytical and problem-solving skills, comfortable managing large databases and driving continuous improvement.

• Based at our St Lucia campus

Reporting to the Manager, Timetable Services, the Timetabling Coordinator is responsible for the end-to-end coordination of class timetables and allocation services for a designated portfolio of UQ faculties, schools, and academic units. Working collaboratively with other Timetabling Coordinators, this role ensures the smooth delivery of timetabling operations, supervises a small team, and fosters strong stakeholder relationships to provide efficient, accurate, and client-focused services. This position will be predominantly co-located with its clients across UQ.

Key responsibilities will include:

Timetable Production & Coordination

• Lead the production and publication of class timetables, including scheduling, data collection, and class allocation, ensuring alignment with academic requirements and institutional timelines.

Team Supervision & Support

• Supervise and support timetabling staff, overseeing workflow, workload distribution, leave planning, performance development, and induction and training activities.

Stakeholder Liaison & Conflict Resolution

• Act as a central liaison, facilitating clear communication, collaborative problem-solving, and the resolution of scheduling conflicts between academic and professional units. Collaborate with other Timetabling Coordinators and senior stakeholders to negotiate competing demands for teaching space and scheduling.

Process Improvement & Expert Advice

• Provide expert advice on timetabling policy, procedures, systems, and room bookings. Identify and contribute to process improvements to enhance service delivery and contribute to relevant committees, working groups, and communities of practice.

• Degree/qualification and at least 4 years of relevant experience in student and academic administration.

• Extensive experience in timetabling and resource allocation within a large educational institution, with technical expertise in scheduling systems, or equivalent experience in operational planning and complex information systems.

• Proven experience in expertly navigating a range of software, databases, and reporting tools, including report building and generation. Possesses strong analytical and problem-solving skills, with the ability to manipulate and interpret complex data to provide accurate advice on complex matters.

• Demonstrated ability to supervise and lead staff, manage competing priorities, and foster a collaborative and high-performing team culture. Exhibits strong organizational skills and attention to detail, with a proven ability to set and meet deadlines in a dynamic environment.

• Excellent interpersonal and communication skills, with a demonstrated ability to build and maintain effective working relationships across diverse stakeholder groups. Proven experience in identifying and implementing process improvements to enhance operational efficiency and a commitment to excellent client service.

You must maintain unrestricted work rights in Australia for the duration of this appointment, and may be required to complete background checks including, criminal history and education checks. Employer sponsored work rights are not available for this appointment.

As part of the UQ community, you will have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you will have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• 26 weeks paid parental leave or 14 weeks paid primary caregiver leave, 17% superannuation contributions, 17.5% annual leave loading.

• Access to flexible working arrangements including hybrid working options, flexible start/finish times, purchased leave, and a condensed fortnight.

• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family.

• Cheap parking, On campus childcare and Salary packaging options.

All applicants must upload the following documents in order for your application to be considered:

• Cover letter addressing the ‘About You’ section

• Resume

For more information about this opportunity, please contact Stephen at s.gillard@uq.edu.au. For application queries, please contact talent@uq.edu.au stating the job reference number (below) in the subject line.

Applications close Friday 8 August 2025 at 11.00pm AEST (Job Reference Number - R-53980). Please note that interviews have been tentatively scheduled from 19 August 2025.

UQ is committed to a fair, equitable and inclusive selection process, which recognises that some applicants may face additional barriers and challenges which have impacted and/or continue to impact their career trajectory. Candidates who don’t meet all criteria are encouraged to apply and demonstrate their potential. The selection panel considers both potential and performance relative to opportunities when assessing suitability for the role.

We know one of our strengths as an institution lies in our diverse colleagues. We're dedicated to equity, diversity, and inclusion, fostering an environment that mirrors our wider community. We're committed to attracting, retaining, and promoting diverse talent. Reach out to talent@uq.edu.au for accessibility support or adjustments.

If you are a current employee (including casual staff and HDR scholars) or hold an unpaid/affiliate appointment, please login to your staff Workday account and visit the internal careers board to apply for this opportunity. Please do NOT apply via the external job board.