University of Queensland

University of Queensland

Timetabling and Academic Administration Officer



  • Faculty of Health and Behavioural Sciences

  • Belong to a vibrant community where your work genuinely makes an impact

  • Plan for your future with a generous 17% superannuation allowance

  • Ideal secondment opportunity for internal UQ staff members OR high-level, fixed-term opportunity for external candidates

  • Based at our St Lucia campus

  • About UQ

    As part of the UQ community, you'll 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'll 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 and purchased leave

  • 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

  • On campus childcare options

  • Cheap parking (from just $5.75 a day)

  • About This Opportunity

    This is an exciting opportunity for a highly motivated, organised and experienced Timetabling and Academic Administration Officer to join the supportive Timetabling team within our Faculty of Health & Behavioural Sciences.

    In this role, you will provide a high quality, client focused approach to the preparation and administration of timetabling services to support the Faculty. This will include providing timetabling advice, assistance and interpretation in accordance with relevant University regulations and ensuring examinations are delivered in accordance with University policy and procedures. In addition to these timetabling duties, you will also contribute to the up-keep of the Faculty's programs and courses information in the curriculum management system.

    Key responsibilities will include, but are not limited to:

  • Support the Timetabling Coordinator in designing timetables in a timely and accurate manner.

  • Assist with the resolution of issues regarding timetabling (including but not limited to space management, timetable clashes and class sizes).

  • Enter and process data in relevant systems in line with timetable data entry, and class allocation processes and procedures.

  • Maintain an understanding of the relevant areas and understanding of the University Timetabling Policy and framework of rules.

  • Contribute to the review and improvement of timetabling services to ensure efficient utilisation of resources.

  • Liaise with key stakeholders, including course coordinators, to understand resource requirements for timetabled activities and where timing constraints occur, escalate more complex issues to the Timetabling Coordinator.

  • Provide advice to key stakeholders regarding timetabling procedures, processes and requirements.

  • Contribute to the up-keep of the Faculty's programs and courses information in the curriculum management system.

  • This is a part-tim e (60%), fixed-term position through to 14 March 2025.

    For candidates external to the university, this role offers the perfect opportunity to kick-start your career in higher education at one of Australia's leading universities. For current UQ staff members, this is an ideal secondment opportunity to upskill or to branch out and gain valuable experience in a new faculty with a varied portfolio of Schools and Centres. Please note any secondment arrangement would require approval from current management.

    At HEW level 5, the full-time equivalent base salary will be in the range $77,396 - $86,029, plus a generous super allowance of up to 17%. The total FTE package will be up to $90,553 - $100,654 annually. As this role is covered by an Enterprise Agreement, you will also receive regular remuneration increases – at least once a year.

    About You

    Our ideal candidate requires highly effective administration, coordination and interpersonal communication skills, the ability to prioritise tasks and meet deadlines and a focus on client support and business improvement. In addition, you will possess:

  • A Bachelor or Diploma level qualification with subsequent relevant work experience.

  • Database management skills and the ability to accurately process and analyse high volumes of data.

  • Ability to work independently with minimum supervision within a team environment.

  • Experience working within a tertiary education environment is desirable as is previous experience using student administration and timetabling systems

  • Effective interpersonal skills with the ability to build and maintain positive working relationships with a wide variety of stakeholders across many levels.

  • Effective oral and written communication skills, in particular the ability to effectively and tactfully communicate with clients, ensuring cross- cultural sensitivity.

  • Strong attention to detail and commitment to applying relevant and applicable policies, procedures and legislation in the daily responsibilities of the position.

  • Strong problem-solving ability, including the ability to liaise with relevant stakeholders to achieve resolution.

  • In addition, the following mandatory requirements apply:

  • Work Rights: You must have unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment.
  • Questions?

    For more information about this opportunity, please contact Julie Waldron (Senior Manager, Academic Services) at [email protected] .

    For application queries, please contact [email protected] stating the job reference number (below) in the subject line.

    Want to Apply?

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

  • Resume

  • Cover letter addressing the ‘About You' section

  • Other Information

    At UQ we know that our greatest strengths come from our diverse mix of colleagues, this is reflected in our ongoing commitment to creating an environment focused on equity, diversity and inclusion. We ensure that we are always attracting, retaining and promoting colleagues who are representative of the diversity in the broader community, whether that be gender identity, LGBTQIA+, cultural and/or linguistic, Aboriginal and/or Torres Strait Islander peoples, or people with a disability. Accessibility requirements and/or adjustments can be directed to [email protected]

    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.

    Applications close Tuesday 9 April 2024 at 11.00pm AEST (Job Reference Number: R-36789).

    Job details


    Timetabling and Academic Administration Officer


    University of Queensland




    March 26, 2024

    Application deadline

    April 09, 2024

    Job type



    Medicine,Social Science

    About the employer

    The University of Queensland (UQ) is one of Australia’s leading research and teaching institutions. UQ strive for excellence through the creation, preservation, transfer and application of knowledge. For more than a century, this university has educated and worked with outstanding people to deliver knowledge leadership for a better world.

    Since it was founded in Brisbane in 1909, UQ has provided exceptional study experiences, research excellence and collaborative partnerships, coupled with an unforgettable lifestyle and stunning climate, to deliver knowledge leadership for a better world. With 3 campuses and more than 40 teaching and research sites, UQ is the perfect place to teach, research and study. Take advantage of the extensive UQ features including the largest research library in Queensland, hundreds of quality study spaces, several museums, a theatre, 11 college residences, and magnificent sporting facilities, such as swimming pools, tennis, basketball and volleyball courts, sports fields, Olympic-standard running tracks, and gymnasiums.

    Our high-quality range of around 390 undergraduate and postgraduate programs is one of the most comprehensive in Australia, providing students with the latest and most advanced disciplinary knowledge and industry placements informed by UQ’s world-leading research. UQ’s 6 faculties, 8 globally recognised research institutes and 100+ research centres attract an interdisciplinary community of more than 2,000 scientists, social scientists and engineers, who continue UQ’s tradition of research leadership.

    As you enjoy Queensland’s stunning campuses and climate, you can also make the most of the University’s proximity to many natural wonders – including beautiful beaches, lush rainforests, outback deserts, the Great Barrier Reef, as well as the largest sand island in the world – and visit stunning tourist attractions within an hour’s drive, such as the Gold and Sunshine Coasts, Byron Bay, Lone Pine Koala Sanctuary, and the world-famous ‘Australia Zoo’. Within Australia, Brisbane is renowned as a friendly and affordable city, with plenty of dining and entertainment attractions, and was ranked by The Economist Intelligence Unit’s 2019 Global Liveability Index as the world’s 18th most liveable city, achieving a perfect score for education and healthcare.

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