Timetabling & Systems Support Officer

Help Shape the Student Experience Through Smart Scheduling and Systems Excellence

The University of Wollongong in Dubai (UOWD) is seeking a highly organised and systems-focused Timetabling & Systems Support Officer to join the Registry Services team.

This role sits at the heart of the student and academic experience, ensuring that academic timetables, student systems, and scheduling processes operate efficiently and accurately. Working closely with academic schools, professional services teams, and technology partners, you will contribute to the smooth delivery of teaching, assessment, and academic operations across the University.

This is an excellent opportunity for a technically capable administrator who enjoys working with complex data, systems, planning processes, and stakeholder coordination.

About the Role

The Timetabling & Systems Support Officer is responsible for the coordination, development, and maintenance of UOWD's academic timetable and associated systems. The role ensures academic scheduling supports effective teaching delivery, optimal space utilisation, and a positive student experience while maintaining data integrity across timetabling and student information systems.

Working alongside the Timetabling & Systems team, Academic Registrar and Registry Services team, you will contribute to timetable planning, systems administration, reporting, process improvement, and the integration of timetabling information with student-facing platforms and institutional systems.

This opportunity is ideal for candidates who enjoy combining systems expertise, operational coordination, and data-driven decision-making to deliver outstanding service outcomes in a university environment.

We are looking for candidates who demonstrate:

• Strong attention to detail and commitment to data accuracy
• Excellent planning and organisational skills
• Analytical thinking and confidence resolving complex scheduling challenges
• Digital and systems proficiency
• Customer and stakeholder focus
• Initiative and a continuous improvement mindset
• Professionalism, integrity, and confidentiality
• Ability to build strong working relationships across academic and professional teams

Key Responsibilities Timetabling & Scheduling

• Develop and maintain academic timetables using specialist scheduling software.
• Coordinate teaching requirements, staff availability, room allocations, and scheduling requests with academic schools.
• Allocate teaching spaces, examination venues, and event rooms to maximise utilisation and efficiency.
• Proactively identify and resolve timetable clashes, scheduling conflicts, and capacity issues.
• Support annual planning activities including enrolment preparation, academic calendar planning, and room utilisation reviews.

Systems Administration

• Support the administration, maintenance, and enhancement of student and timetabling systems.
• Assist with system configuration, testing, upgrades, troubleshooting, and integration activities.
• Maintain accurate data across timetabling, scheduling, and student systems.
• Manage student ID card processing and issuance activities.

Reporting & Data Management

• Produce routine and ad-hoc reports relating to enrolments, academic activity, scholarships, provisional enrolment checks, withdrawals, academic performance, and institutional planning.
• Support regulatory, accreditation, and compliance reporting requirements.
• Analyse data trends and provide information that supports operational and strategic decision-making.
• Maintain appropriate user access and permissions across relevant systems.

Continuous Improvement

• Identify opportunities to improve scheduling processes, system functionality, and registry operations.
• Work collaboratively with IT and business stakeholders to implement process improvements and system enhancements.
• Contribute to initiatives that improve scheduling efficiency, data quality, and the overall student experience.

About You

You are a detail-oriented professional who enjoys working with data, technology, and operational processes in a dynamic environment. You bring strong analytical capability, excellent organisational skills, and a customer-focused mindset.

Essential Requirements

• Bachelor's degree in Information Systems, Business Administration, Education, or a related discipline.
• Minimum 1 year of experience in timetabling, scheduling, academic administration, or related higher education operations.
• Experience using timetabling, scheduling, student records, or enterprise administration systems.
• Strong proficiency in Microsoft Excel and data management.
• Excellent problem-solving and analytical skills.
• Strong communication and stakeholder management abilities.
• Ability to manage competing priorities and work effectively during peak planning periods.

Desirable

• Experience with timetabling software such as Scientia, Syllabus Plus, Celcat, SPlus, Resource Booker, or similar platforms.
• Experience using student information systems such as Banner, PeopleSoft, SITS, or equivalent.
• Knowledge of reporting and data visualisation tools such as Power BI or Tableau.
• Experience working within a university or higher education environment.