Administration Officer, Space Policy

Townsville, Australia
10 Jun 2019
End of advertisement period
07 Jul 2019
Contract Type
Full Time

Position Overview

The Space Coordinator is responsible for the maintenance of facilities and ensuring data integrity of the administration for the University’s space allocation processes. This role provides operational and system support to the user community and participates in the implementation of system changes under direction of the Team Leader, Space and Information Management. The Space Coordinator is also integral with the project delivery process by actively establishing new buildings in the system.

Division of Services and Resources

The Division of Services and Resources comprises a number of Directorates and Offices, including

Financial and Business Services, Estate, Human Resources, Quality, Planning and Analytics, Information and Communications Technology and the Health, Safety and Environment Unit, whose activities foster and promote innovation and best practice in the delivery of its services and provide the frameworks and support to assist the Academy and Service Divisions achieve their goals and objectives.

The Division is responsible for overall strategy in relation to: planning, performance and budgeting framework; strategic procurement; financial and human resources; ICT services; business intelligence and statistical reporting; strategic commercial activities, including in relation to the Controlled Entities, the Discovery Rise project and Retail outlets; quality enhancement and policy framework; capital infrastructure planning and maintenance and delivery of capital projects for ICT and the Estate; health and safety management and compliance; provision of campus services including cleaning, grounds maintenance, security and student accommodation.

The Division has a strong customer service ethic and continuous improvement culture. We are receptive to new ideas and ways in which we can enhance our delivery of services for the University.

Estate Directorate

The Estate Directorate delivers a comprehensive estate management service in support of the University’s teaching, learning, research and engagement goals. The Directorate achieves this through the provision of master planning, space optimisation and timetabling, development and construction, campus services, asset services, infrastructure services, energy management and sustainability. The continuous improvement in the delivery of these services is essential for the provision of an engaging and safe environment for the University community to live, study, work and play.

Organisational Charts

James Cook University  

Division of Services and Resources

Estate Directorate

Principal Accountabilities

  1. Support the University’s transition towards contemporary workplace environments through effective space management practices to ensure space policy compliance.
  2. Establish and maintain a strong stakeholder network across University units to stay up-todate with current workspace allocations across the University.
  3. Obtain and update building and spatial information from various sources ensuring currency and accuracy of data to meet space management needs.
  4. Foster cost-efficencies and effective space management principles across diverse University units through equitable and efficient administration of space management processes.
  5. Monitor incoming requests and provide case management when outside of the Workplace Allocation Procedure by responding to inquiries in a prompt and effective manner ensuring that clients needs are met within the relevant policies and procedures. 
  6. Conduct physical inspections and gather essential data from both on-site and desktop audits to identify space related gaps, risks and/or errors then escalate appropriately. 
  7. Support the University's commitment to the principles of reconciliation, which exemplify respect for Aboriginal and Torres Strait Islander heritage and the valuing of justice and equity for all Australians.
  8. Demonstrate a commitment to the University values and Divisional attributes.
  9. Support the principles of the TropEco program and engage in commitment to JCU sustainability goals and objectives.


There are generic responsibilities that apply to all James Cook University staff.

Your specific level descriptor can be found at:

Professional and Technical

Level 5

Generic Accountabilities  

There are generic responsibilities that apply to all James Cook University staff.  

  1. The Space Cordinator is required to observe the lawful and reasonable directions, policies and decisions of the University Council, understand and comply with the Enterprise Agreement, the Statutes and Rules of the University, the policies and decisions of the University Council and other appropriate University authorities, as in force from time to time.
  2. The Space Cordinator is required to demonstrate a personal commitment to ensure personal safety and the safety of others and contribute to the continuous improvement of our WHS performance. This includes the effective implementation and compliance with James Cook University WHS policies, procedures and safe systems of work, together with all relevant legislation, duties and obligations. Contribute to the continuous improvement of our WHS performance. 
  3. The Space Coordinator is required to exercise proper discretion in all matters affecting the well-being of the University which involve public writing or speaking in accordance with the University’s Code of Conduct.

Selection Criteria

Selection and appointments will be assessed against selection criteria.


  1. Completion of a degree without subsequent relevant work experience, or completion of an associate diploma with at least 2 years subsequent relevant work experience, or an equivalent combination of relevant experience and/or education/training.
  2. Demonstrated experience with information management systems and procedures.
  3. Demonstrated ability to train other system users and stakeholders.
  4. Demonstrated ability to contribute effectively to a team environment, including the capacity to drive change and continuous improvement. 
  5. Proven well developed problem solving skills and Information Technology experience to resolve complex issues.
  6. Well developed organisational skills and the ability to work within timelines and competing priorities.
  7. Demonstrated well developed written and oral communication, negotiating and interpersonal skills and an ability to liaise with senior staff across a broad range of system related matters whilst maintaining positive client relationships.​


  1. Experience with Building Information Systems (such as Autodesk REVIT).
  2. Experience working in a project involving implementing a new system or change management process.
  3. Experience/involvement with implementing improvements to systems.

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