Student Administration Expert * - Linz - ref. a99409819

TRANSFORMINGTOMORROW: MAKE A DIFFERENCE WITH US.

IT:U is a new technical university in Austria (Linz) dedicated to digital transformation, driven by interdisciplinary research and project-based learning to actively shape this transformation and advance it with a solution-oriented approach.

Join us as a

Student Administration Expert *

Focus on Scheduling

Your tasks and responsibilities:

• Scheduling & Timetabling: Design and maintain semester/block timetables (classes, labs, seminars) across programs; minimize clashes and ensure pedagogical and accessibility requirements are met.
• Assessment Operations: Plan and coordinate assessments, submission windows, proctoring, and room/online logistics; coordinate examiners and special accommodations.
• Room & Resource Allocation: Assign rooms and equipment (on-site/online/hybrid) to maximize utilization and teaching and learning quality; manage short-notice changes.
• Student Lifecycle Operations: Support registration/enrolment, cohorting, study status changes, and graduation checks; ensure accurate, timely student records.
• Data & Systems Ownership: Maintain high-quality data in the Campus Management System and timetabling too; run utilization/clash/attendance reports and dashboards for decision-making.
• Policy & Compliance: Apply institutional regulations (teaching loads, contact hours, assessment rules), legal requirements, and accessibility standards; support audits.
• Stakeholder Coordination: Liaise with academic units, Educare/Student Support, Admissions/Marketing, and Facilities to align schedules with curricula and events.
• Service & Communications: Publish schedules and change notices; manage a clear change-control process during add/drop and faculty/room outages; handle tickets/queries.
• Continuous Improvement & Training: Document processes, standardize templates/Service Level Agreements, deliver training for staff on scheduling and Campus Management system best practices.
• Risk & Contingency Planning: Prepare alternatives for peak periods, staff absences, space constraints, and technology incidents.

Your strengths and skills:

• Education: Bachelor's degree or completed vocational training (or equivalent experience) in Business Administration, Education Management, Operations, or a related field.
• Experience: 3+ years in study/registrar administration, academic scheduling/timetabling, or complex resource planning in higher education.
• Tools: ideally proficiency with timetabling software and Campus Management Systems; strong Excel/Sheets and reporting skills.
• Operational Excellence: Proven ability to translate curricula and teaching loads into feasible schedules; adept at triaging conflicts under time pressure.
• Communication & Service: Clear, calm communicator with strong stakeholder and customer-service skills; experience with CRM/ticketing systems is a plus.
• Analytical & Detail-Oriented: Comfortable with constraints, KPIs, and data integrity; meticulous documentation habits.
• Regulatory Awareness: Familiarity with accreditation/QA expectations, exam regulations, privacy and accessibility requirements.
• Languages: English skills on level C, additional languages are an asset

What you can expect:

• Varied and customizable tasks in an innovative educational and research institution
• Unique opportunity to help build a new university
• Independent and responsible area of responsibility in a highly professional, dynamic and digital environment
• Attractive campus with good transport connections
• Free parking or Climate Ticket Austria (very good public transport connection)
• Flexible working hours through a flextime model and the option for home office

Competitive compensation starting from EUR 42.000 yearly gross salary, with the possibility of overpayment based on qualifications and experience.

• come as you are - we value and promote diversity in our team. Everyone is encouraged to realize their full potential, realize ideas and seize opportunities. Regardless of age, skin colour, religion, gender, sexual orientation or origin, we welcome applications from all people equally.
• apply for this job

contact person

Maria Harvey

+43 676 / 851307 345