Timetabling and Space Planning Specialist (12 months & contracted through 3rd party)

Your role

This position will provide timetabling services to the Higher Education and Post Graduate Programs for all RMIT campuses which includes understanding the academic requirements and the collection and application of timetable complex constraints and preferences. The position will provide timely support and work closely with Heads of departments within the University to understand academic requirements, to handle complexity of timetabling and to improve student experience by timetabling services.

This role will manage space demands from internal stakeholders and work with relevant departments, suppliers and Project team, Minor works team to ensure the delivery of space to meet users’ demand and timeline. Managing space efficiency is a critical part of this role.

Reports to: Associate Director, Campus Planning & Operations

Key Accountabilities

1. Timetabling & Space management

- Build efficient and effective teaching timetable for Schools across RMIT Vietnam and seek solutions to complex timetabling requirements to ensure alignment with educational objectives and business requirements, whilst maximising the efficient use of available space resources.

- Manage the effective delivery of timetabling requests and demands whilst navigating the complex scheduling modes (block, intensive, online, offline, etc) so that courses can be effectively delivered and students have the best environment to learn

- Undertake all required activities associated with the development of the University’s teaching timetable to meet academic requirements.

- Develop strong and effective working relationships with key stakeholders (including program and school managers) and provide support and insights for effective timetabling, space management, and room utilisation.

- Organise regular consultation meetings with Heads of Departments to ensure their needs and concerns are addressed and resolved

- Provide timely responses to timetabling and space demands queries. Manage and resolve any conflicts that may develop between requirements from Schools and other key users through usage of effective negotiation and professional communication in all dealings to stakeholders.

- Manage accurate and timely publishing of the University timetable

- Manage room bookings for teaching and non-teaching requirements, resolve problems regarding room allocations as and when they arise.

- Responsible for identification of staff space needs, manage expectations and take actions to provide appropriate space for teaching, learning and events.

- Responsible for all adds/change and relocation requests from internal stakeholders by liaison with Project Managers and Minor works team.

- Assist Senior Manager, Campus planning with space plans to accommodate staffing and other business requirements.

- In charge of space audit and provide concise reports/advice on issues relating to space utilisation.

- Coordinate with Event organisers and Property Services team to provide support related to facilities for events.

- Support Customer Services team to respond to users’ requests in a client-oriented manner.

Reporting & Data

- Develop and maintain reporting of space occupation and utilisation

- Collaborate with Space planning Melbourne team to ensure that spatial data is correct and up to date on the system which is critical for Campus planning works

- Measure and provide reporting and recommendations on the use of booked space through audits, space counters and other processes to improve space efficiency

- Other duties as assigned by the Senior Manager, Campus planning

Key Selection Criteria

- A relevant Bachelor’s degree

- At least three years of work experience in an administration or coordination role. Experience in space planning is desirable although not essential.

- Excellent interpersonal skills with ability to influence and liaise with a wide range of stakeholders.

- Approved analytical and problem-solving skills including the ability to prioritise tasks, high attention to details and accuracy

- A proactive approach to planning, coordination and delivery of work.

- Excellent coordination, liaison, and communication skills.

- Experience in timetabling and room booking within an educational environment is desirable.

- Ability to work independently and provide valuable contribution to a team environment.

- Demonstrated knowledge and commitment to continuous improvement principles

- Strong ability to multi task and effectively manage competing work demands.

- Effective interpersonal skills in dealing with a range of individuals, cultures and situations to ensure optimal outcomes, together with high levels of oral and written communication, negotiation skills and problem solving.

Additional Information

- Contract duration: 12 months

- Highly competitive gross salary

- Annual leave: 1 day per working month

- Accident Insurance 24/7

- Free use of onsite sports and fitness facilities

- Library on campus and online - access to the RMIT Australia online library

English Proficiency: English is the language of teaching and communication at RMIT Vietnam. For this role, the minimum requirement is IELTS General 6.0 (or equivalent Linguaskill 160).

To be eligible for this position you must be a Vietnamese citizen. Applications received from non-Vietnamese candidates will not be considered.