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Job Req ID:  11228

Associate Registrar for Academic Catalog, Course and Classroom Scheduling

Classified Title: Associate Registrar for Academic Catalog, Course and Classroom Scheduling 
Role/Level/Range: ACRP/04/ME 
Starting Salary Range: Commensurate with Experience
Employee group: Full Time 
Schedule: M-F, 8:30 AM - 5:00 P.M. 
Employee subgroup: Salaried Exmpt 
Location: 01-MD:Homewood Campus 
Department name: 10001446-Office of the Registrar 
Personnel area: Homewood Student Affairs


General Summary:

Reporting to the Homewood Registrar, the Associate Registrar is responsible for managing and supervising the operations of the academic catalog for the Krieger School of Arts and Sciences (KSAS) and the Whiting School of Engineering (WSE), classroom space analysis as well as course and classroom scheduling for undergraduate and graduate students.  The Associate Registrar complies with federal regulations governing the privacy of students’ education records (FERPA), implements university policies and procedures; models exemplary customer service to all constituents served and represents the Office of the Registrar at meetings and on committees. This position actively supports the goals and mission of Homewood Student Affairs. 

Essential Job Functions:

Team Leadership - This position is responsible for the overall leadership, process innovation, cohesive performance management and professional development for the scheduling unit.  This position will actively engage in future state design and implementation of the new student information system.  (Student Success Excellence Initiative or SSEI)

  • Identifies progressive technology solutions and streamlines business practices. 
  • Directly supervises the Assistant Registrar, Course and Classroom Scheduling and Analytics.
  • Represents the scheduling unit at meetings with deans, academic departments, faculty, administrative offices, parents and student groups.
  • Provides leadership and direction for the development of the fall and spring course schedule for KSAS and WSE in conformity with the university’s official scheduling guidelines.
  • Participates in university-wide SSS meetings with central IT regarding the development of ISIS as it pertains to the incumbent's areas of responsibility.
  • Responsible for knowledge and implementation of federal regulations with regard to student privacy and FERPA regulations.

Academic Catalog – This position is responsible for the accurate and timely production of the annual online academic catalog for KSAS and WSE using CourseLeaf software, including development of workflow and approval processes. 

  • Directly supervises the Scheduling Specialist with regard to his/her catalog editor duties pertaining to the annual production of the catalog.  Actively engages in the operational work as warranted. 
  • Creates the annual production schedule to determine stages of workflow from department page owners and contributors to advising and deans offices for review and approval.
  • In collaboration with the scheduling section, plans appropriate timeline for uploading and refreshing course content materials. 
  • Oversees administrative training materials content and workshops conducted by the scheduling section for department users regarding updated CourseLeaf software. 
  • Completes workflow approvals as needed and monitors workflow status for final catalog publication to the web.
  • Composes and distributes regular communication to all system users regarding production schedule, maintenance deadlines and error reporting.
  • Participates in the development of the university-wide academic catalog
  • Performs systems maintenance and troubleshoots issues as warranted.

Space Analytics / Course and Classroom Scheduling – This position is responsible for ensuring adherence to academic policy and university guidelines in the timely and accurate development of course offerings and assignment of classroom space.

  • Directly supervise the Assistant Registrar, Course and Classroom Scheduling and Analytics in all aspects of course and classroom scheduling and analysis on Homewood campus for KSAS and WSE graduate and undergraduate programs. Actively engages in the operational work as warranted. 
  • Identifies software and technical tools to manage and facilitates the academic schedule of classes
  • Organize and facilitate quarterly workshops with departmental administrators to update and train on new policies, procedures or technical applications pertinent to course and classroom scheduling.
  • Represents the Office of the Registrar as a member of the university-wide Space Allocation Committee.
  • Convenes the General Pool Classroom Review and Assessment Group and actively participates as a member to inform discussions with classroom utilization and configuration expertise and best practices.
  • Expert consultant during Homewood construction project planning that impacts classroom usage, availability, including proffering alternative utilization models.
  • Devises creative solutions to maximize classroom space utilization.
  • Provide exemplary customer service to all scheduling constituents.


Bachelor's degree required; Master’s degree preferred.       


Five years experience in a post-secondary institution.  Experience working with faculty and academic administrators in a higher education institution.   Previous work experience in a registrar’s office. Proven competency working with an integrated student information system and most desktop applications. At least three years of experience working with course scheduling software.  Demonstrable experience managing multiple priorities.

Preferred:  Four years of significant prior experience working in a post-secondary institution at the Assistant Registrar level or equivalent. Demonstrable experience leading and supervising a highly talented team, including performance management and professional development.  Proficiency with Microsoft Outlook and Excel.

Special Knowledge, Skills and Abilities:

Proven record of managing multiple priorities in a fast-paced environment.

Experience leading and supervising a highly talented team.

Ability to exercise diplomacy and creativity in problem resolution.

Strong written and verbal communication skills.

Demonstrated ability to learn and adapt to emerging technologies to improve service delivery.

Knowledge of information technology and computing applications as implemented in higher education.


The successful candidate(s) for this position will be subject to a pre-employment background check.


If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at For TTY users, call via Maryland Relay or dial 711.


The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.


During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.


The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.


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