Scheduling Specialist

Role Overview

The Scheduling Specialist position at Swinburne University of Technology is a full-time, ongoing role based at the Hawthorn campus. This role is essential in creating, updating, and enhancing academic and exam timetables across the institution, ensuring they are accurate, efficient, and free of clashes. Reporting to the Manager of Scheduling Services, the specialist offers expert scheduling advice, supports scheduling systems, analyzes data, and generates reports. The role also encompasses assisting with timetable production, managing timetable alterations, coordinating event bookings, and organizing invigilated examinations.

Key Responsibilities

• Develop and maintain academic and examination timetables to ensure operational efficiency and conflict avoidance
• Provide expert scheduling guidance and system support throughout the timetabling process
• Analyze scheduling data and prepare relevant reports for stakeholders
• Support timetable creation, modifications, and ad hoc/event bookings
• Coordinate planning and logistics for invigilated examinations
• Build and nurture collaborative relationships with academic and professional stakeholders including Associate Deans, Department Chairs, and Unit Convenors
• Work closely with colleagues in Scheduling Services, Student Administration, and other University departments to optimize scheduling processes

Candidate Profile

• Proven ability to function independently and collaboratively to meet deadlines in high-pressure environments
• Exceptional interpersonal, negotiation, and stakeholder engagement abilities enabling influence and productive partnerships across diverse groups
• Strong customer orientation complemented by effective problem-solving skills
• Experienced in managing business systems, performing testing, implementation, and ongoing improvements, including database management and advanced proficiency in Microsoft Office applications

Qualifications

The ideal candidate will possess a relevant university degree coupled with a minimum of five years' pertinent experience, or an equivalent blend of academic qualifications and professional experience.

University Background

Swinburne University of Technology prioritizes innovation, entrepreneurship, and technology-driven education and research. The university’s Ad Astra strategy focuses on creating transformative solutions, empowering learners, and collaborating with industry to meet future challenges.

Benefits

• Flexible working arrangements including hybrid options and generous parental leave to encourage work-life balance
• Exclusive employee discounts such as reduced Medibank health insurance rates, 50% off Swinburne courses, and other partner offers
• An attractive HEW 6 salary package including 17% superannuation and options for salary packaging like car leasing and additional super contributions

Additional Information

• Appointment requires passing a Working with Children Check
• Diversity, equity, and inclusion are core university values, with strong encouragement for applications from Aboriginal and Torres Strait Islander communities, LGBTQIA+ employees, and applicants with disabilities
• Reasonable adjustments are available during the recruitment process for applicants with disabilities upon request
• The university supports international graduates and is committed to removing employment barriers

Applications close at 11pm on Sunday 16 August 2026.