Senior Administrative Officer, Student and Resource Management

Victoria University; Melbourne; On-site; AUD 92,000 - 99,000; Full time

Job summary

Victoria University’s Administration portfolio within the College of Sport, Health and Engineering seeks a Senior Administrative Officer (Student and Resource Management) to provide high-level coordination and data support for timetabling, class quotas, and sessional staffing. You will ensure accurate data, monitor enrolments, and flag resource issues to guide timely decisions.

Working with academic and professional stakeholders, you will maintain information accuracy, resolve escalated

Responsibilities

• Coordinate the preparation, maintenance and updating of unit offerings and course sequences across the academic year
• Maintain accurate unit offering and class quota information, monitor enrolment patterns and identify potential resource constraints
• Extract, compile and analyse data from University systems (InfoVU, Student One, Syllabus+, Allocate+) to support decision-making and staffing
• Liaise with Course and Unit Advisors to resolve escalated enrolment and timetabling issues
• Prepare data reports, agendas and meeting papers for enrolment monitoring and record actions
• Maintain databases and repositories, ensuring data integrity and version control and advise staff on scheduling processes
• Support processing of sessional contracts and related administrative activities
• Contribute to SRM procedures improvements and system enhancement projects

Job description

• Be a critical contributor to the College’s planning and delivery cycle
• Engage in meaningful data and problem‑solving work
• Help shape proactive, student‑centred administrative processes

Job Summary

The Senior Administrative Officer (Student and Resource Management) provides high-level coordination and data support for the College’s timetabling, class quota management, and sessional staffing processes. The role ensures the accuracy of unit offerings and scheduling data, monitors enrolment patterns, and identifies emerging resource issues to support timely and informed decision‑making.

Operating under general direction, the position liaises closely with academic and professional stakeholders to maintain information accuracy, resolve escalated timetable or enrolment issues, and contribute to continuous improvement across peak operational cycles.

About VU

At VU, we aim to be one of the leading impact universities in the world. VU is an impact‑driven university committed to equity, excellence and opportunity. Based in Melbourne’s west and connected globally, we put students first through the VU Block Model®, dual‑sector pathways and strong industry partnerships. We are a values‑led, inclusive workplace where diverse talent is supported to make a real difference.

About The Team

You will be joining the Administration portfolio within the College of Sport, Health and Engineering, a high-performing team dedicated to delivering efficient and student-centred operational services.

Our portfolio supports planning, resource management, academic delivery, and process optimisation across the College’s diverse disciplines, including Nursing, Allied Health, Clinical Science, Biomedical and Life Sciences, Sport and Movement Science, Built Environment and Engineering.

About Teamwork – SRM

Within this portfolio, Student and Resource Management (SRM) is a key work stream responsible for

• Coordinating unit offerings and course sequencing
• Managing timetabling inputs and specialist facility requirements
• Overseeing sessional staff contracting and workload data
• Producing analytical reports that guide College-level decisions
• Driving continuous improvement in resource management

The SRM team provides essential operational support to ensure teaching quality, student progression, and coordinated administrative processes across the College’s diverse discipline areas.

About The Role

This role focuses on coordinating unit offerings, maintaining accurate class quotas, and supporting the College’s timetabling and sessional staffing frameworks. You will analyse data from multiple enterprise systems to identify scheduling clashes, enrolment trends, and potential resource impacts, ensuring timely escalation and advice to stakeholders.

You will prepare meeting papers, maintain high‑quality data records, service key operational meetings, and support SRM improvements during peak planning cycles. The role also involves resolving escalated student progression or timetable issues, contributing to system enhancement projects, and providing clear technical guidance on scheduling processes and timelines.

Position Key Duties

• Coordinate the preparation, maintenance and updating of unit offerings and course sequences across the academic year, ensuring changes are processed within University timelines and system requirements.
• Maintain accurate unit offering and class quota information, monitor enrolment patterns and identify potential resource constraints or unit viability issues.
• Extract, compile and analyse data from University systems, including InfoVU, Student One, Syllabus+ and Allocate+, to support decision-making, planning and sessional staffing requirements.
• Liaise with Course and Unit Advisors and relevant stakeholders to resolve escalated enrolment and timetabling issues, identifying potential impacts on student progression.
• Prepare data reports, agendas and meeting papers for relevant meetings, including enrolment monitoring, and record and follow up on agreed actions.
• Maintain databases and shared repositories, ensuring data integrity and version control, while providing advice to academic and professional staff on scheduling processes, timelines and system requirements.
• Support the processing of sessional contracts, duty allocations and associated administrative activities in accordance with University policies and procedures.
• Contribute to the review and improvement of SRM procedures and templates, participate in system enhancement projects and ensure compliance with University policies, privacy and data security requirements.

Position Details

• Classification & Salary: HEP 6 $91,796 - $99,361 per annum + 17% employer superannuation
• Employment Type: Full time, Continuing
• Hours per Week: 36.75
• Location: Footscray Park

About You

This role is suited to a detail‑oriented professional with strong analytical skills and a passion for operational accuracy. You are someone who thrives in a busy, data‑driven environment and can confidently manage competing deadlines while delivering high-quality administrative support.

Ideal Fit

• You have strong experience coordinating unit offerings, class quotas, and timetabling inputs, with the ability to manage complex scheduling requirements.
• You bring strong analytical capability and can interpret data across multiple University systems to provide clear, proactive advice.
• You exercise sound judgement in resolving resource and scheduling challenges and build effective working relationships with academic and professional staff.
• You are highly organised, able to manage high‑volume workloads, meet critical deadlines, and quickly adapt to systems such as Excel, Syllabus+, Student One, and InfoVU.

Behavioural Traits

• You work proactively to identify issues early and contribute to improvements that reduce reactive administrative work.
• You maintain accuracy and attention to detail in all data and documentation.
• You respond calmly and professionally during peak cycles, ensuring service continuity.

Please note: The University is a Child Safe organisation. You will be required to hold a current Employee - Working with Children Check (WWCC) or be willing to obtain one prior to commencing employment.

Who to Contact

Name: Asa Warnakulasuriya

Position Title: Student and Resource Management Coordinator

Email: [e-mail]

Visa sponsorship

Visa sponsorship is not available for this position. This role requires for applicants to have full and permanent working rights in Australia.

Why Join VU

VU provides competitive salaries, excellent superannuation, and a variety of benefits. The university fosters an environment where staff can excel, achieve their goals, and develop their careers. With a focus on diversity, inclusion, and family-friendly policies, VU supports both professional and personal well-being. For more information, please visit our Careers at VU Webpage

Our Commitment

Victoria University is committed to fostering an inclusive, respectful, and socially responsible community. We honour our deep diversity by respecting First Nations perspectives and embedding sustainable approaches to Protecting Country, while championing progressive inclusivity for all—embracing Aboriginal and Torres Strait Islander peoples, people with disability, culturally and racially marginalised communities, LGBTQIA+ individuals, and people of all ages and socio‑economic backgrounds. As a WGEA Employer of Choice for Gender Equality, we strive to create a place where everyone feels they belong, and we ensure a positive, barrier‑free recruitment experience by providing adjustments and accessible formats upon request at [e-mail] or [phone].