Education Resources Coordinator

About Flinders

Our bold vision, captured in our Strategic Plan: making a Difference: The 2025 Agenda, is to be internationally recognised as a world leader in research, an innovator in contemporary education, and the source of Australia’s most enterprising graduates.

To realise this ambition, we recently made a significant organisation change to a six College structure with a professional staff and services alignment.

We recognise the key to our success is exceptional people and we’re seeking an outstanding individual to join the team of our transformed university.

Employment Type:

Fixed Term (Fixed Term)

Position Summary

Availability:
Fixed-term until April 2023 | Full-Time
Compensation:
Higher Education Officer Level 7
Salary Range:
$88,384 - $97,837 p.a.
Reporting to:
Senior Manager
Student Administration Services
Working under broad direction and as part of a university wide Student Administration Services Team, the Education Resources Coordinator plays a key role in ensuring the planning and operational support in relation to timetabling processes at a College level as well as providing subject matter expertise for curriculum planning, analytical reporting and load planning.
In particular, the position provides leadership with responsibility for the ongoing development of the University academic timetable in accordance with established priorities, principles and objectives underlying the University’s learning and teaching space strategy. This involves collaborating closely with academic staff for the collection, interpretation, analysis and data entry of teaching requirements and specialist timetable data. It also includes using data from various sources to enable effective reporting and decision making, ensuring the effective management of class registration activities, resolution of timetable changes and participating in regular audits and inspections of university teaching spaces.
The position works as part of a highly skilled team and plays an important role in the delivery of high-quality services to both students and staff, and for developing and promoting effective processes and enhanced innovative business practices for a broad range of student administration activities.

Key Position Responsibilities

The Education Resources Coordinator is accountable for: 

• Acting as a recognised subject matter expert on education resources planning and timetabling at a College level and promoting/nurturing a community of experienced resources schedulers/timetablers across the University. 

• Managing the annual timetabling data collection process at a College level, including the preparation and maintenance of data for the Topic Availability roll in the student system and interpretation of teaching requirements and teaching allocations in liaison with Topic Coordinators and Deans. Ensuring the maintenance of Topic and Topic Availability data in the student system along with the management and maintenance of Topic Coordinators and Teaching teams.

• Creating and maintaining the Clash Free Pathways required to support the optimised University timetable including the number planning at both Topic and Course level for timetabling scheduling.  Maintaining in-depth expertise in the knowledge and capabilities of the timetabling software and associated systems. 

• Participating as subject matter expert in College Courses and Curriculum and/or Education Committees.  

• Supporting Teaching Program Directors and developing and maintaining effective stakeholder relationships with Teaching and Professional staff. Ensuring the provision of high-quality customer service for information and advice on class timetabling, class management, topic administration, engagement of casual academic staff, and information regarding bookings for central teaching rooms within the University.

• Contributing to the scheduling and evaluation of changes to the University academic timetable to ensure the accuracy of the timetable at all times including maintaining teaching teams and in keeping with policies and procedures.

• Undertaking and managing the checking processes and timetable quality from draft to publication whilst supporting teaching staff and the University in maintaining a high level of accuracy to minimise late changes to the teaching timetable.

• Ensuring the provision of proactive and effective Class Management processes at a College level. Working collaboratively with College staff providing specialist enrolment and course advice in matters related to study plans, course information, transition planning and student advice. 

• Providing timetabling data and reports to support College and/or University teaching workload analysis. Participating in strategic modelling, analysis and reporting on requirements, constraints, opportunities, and supply and demand factors. 

• Understanding best practices used around the university and promote these among internal customers and other service providers. Proactively identify timetabling needs of staff and students in order to enhance services provided. 

• Contributing to a quality client service culture where all team members provide a consistently high standard of service to students and staff. Maintaining positive and professional networks and liaise with University colleagues, Government and other external agencies as required. 

• Contributing to the ongoing improvement of systems, business processes and operational goals relating to education resources planning and timetabling. This includes the review, development and implementation of policies, procedures, processes, and training packages as well as supporting the testing and implementation of new software/products. 

• Any other responsibilities in line with the level of the role as assigned by the Supervisor and/or the University.

Key Position Capabilities

• Completion of a degree or equivalent combination of relevant experience and/or education/training. 
• Demonstrated understanding or experience in scheduling, timetabling or class management in an education environment or equivalent. 
• Experience in managing the provision of support services in a large, diverse, and dynamic work environment, and to provide advice and recommendation to senior management. 
• Well-developed critical thinking and analytical skills for problem solving of operational challenges as well as improving or developing new or existing services. 
• Highly developed written and verbal communication, customer service and interpersonal skills, to be effective with oral presentations, persuasion, negotiation, and ability to create, maintain and enhance relationships with staff and other stakeholders. 
• High level organisational, planning, and analytical skills, including excellent attention to detail, time and workload management, ability to exercise initiative, independent judgement and prioritise complex workflows.
• Ability to provide leadership and contribute to a workplace culture that motivates, guides, and supports staff to deliver customer service excellence and business improvement.
• Well-developed proficiency with complex database systems or timetabling software, and highly competent in the use of the Microsoft Office suite of programs.
• Knowledge of higher education administrative business processes and the ability to interpret and apply relevant policies and procedures would be an advantage. 

Prescribed Conditions for Employment

Flinders University has introduced a COVID-19 Vaccination Policy that requires all new staff members to be up to date with their COVID-19 vaccinations, subject to medical exemptions and limited exemptions.

Information for Applicants:

You are required to provide a suitability statement of no more than three pages, addressing the key capabilities of the position as outlined above. In addition, you are required to upload your CV.

A valid National Police Certificate which is satisfactory to the University will also be required before the successful applicant can commence in this position.

We are seeking to increase the diversity to improve equal opportunity outcomes for employees, and therefore we encourage female applicants, people with a disability and/or from Aboriginal or Torres Strait Islanders descent to apply.

Please note, late applications and applications sent via agencies will not be accepted.

Applications Close 11:59pm:

15 May 2022