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Job Req ID:  11185

Event Scheduling and Catalog Specialist

Classified Title: Scheduling Specialist  
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $16.91-$23.25 per hour
Employee group: Full Time 
Schedule: M-F, 8:30 AM - 5:00 P.M. 
Employee subgroup: Salaried Non-exmt 
Location: 01-MD:Homewood Campus 
Department name: 10001446-Office of the Registrar 
Personnel area: Homewood Student Affairs

General Summary:

Reporting to Assistant Registrar, Course and Classroom Scheduling and Analytics, the Event Scheduling and Catalog Specialist coordinates and assists with implementation of all aspects of Registrar’s event scheduling, online academic catalog, and course evaluations functions for the Krieger School of Arts and Sciences (KSAS) and Whiting School of Engineering (WSE) for full-time graduate and undergraduate students.  Duties include serving as chief editor and functional lead administrator for the annual online academic catalog (CourseLeaf).  Responsibilities include coordinating the content, edits, and workflow of catalog information between the Office of the Registrar and academic departments and will publish the finalized edition online. Principle administrator and steward of the course evaluation system.  Coordinates all facets of the course evaluation process including set up, collection, analysis, and summary.  Acts as primary contact for event scheduling by academic departments, student groups, and other university constituents. Works with the student information system (SIS) and Ad Astra room scheduling solution to create queries for reporting purposes and to resolve room conflicts. Reviews and responds to emails addressed to ASEN Scheduling Team.  The Event Scheduling and Catalog Specialist provides exemplary customer service to faculty, students and staff and actively supports the goals and mission of Homewood Student Affairs. 

Essential Job Functions:

  • Utilizes Astra’s event scheduling utilities to locate and reserve appropriate classrooms and shared computer spaces for events. Independently works to resolve any time/room conflicts.
  • Monitors and verifies that room scheduling requests comply with university policies and guidelines.
  • Acts as the first point of contact for room scheduling inquiries.
  • Collaborates with department administration to review and finalize room requirements for fall/spring final examinations.
  • Maintains data related to final examinations within the SIS and Ad Astra room scheduler.
  • Coordinates online academic catalog content. Initiates, reviews, and monitors the workflow of catalog content to ensure timely completion and publication.
  • Conducts training for departmental CourseLeaf catalog users.
  • Responsible for reviewing and responding to emails addressed to ASEN Scheduling and ASEN CourseEvals.
  • Updates content on the Office of the Registrar’s website.
  • Conducts semi-annual room inspections of the general pool classrooms and prepares a report of current status and needed maintenance using Microsoft Office Suite.
  • Acts as a liaison on behalf of the Registrar’s Office with departmental contacts to answer course and classroom scheduling inquiries and troubleshoot system issues.
  • Supports Academic Scheduling Specialist in collecting room preference information for academic courses as needed.
  • Works with technical team to test and resolve reported issues, including the development and implementation of new reporting strategies.
  • Manages the creation and maintenance of the semesterly faculty course evaluation process utilizing EvaluationKit.
  • Leads a team of temporary staff providing editorial services to create summaries of faculty course evaluation for publication.
  • Provides exemplary customer service to university faculty, students, and departmental staff.
  • Assists with annual Commencement activities and other duties as assigned by the Associate Registrar or Assistant Registrar.


Required: Bachelor’s Degree


Minimum: Proficiency in Microsoft Office applications, with a particular emphasis on Microsoft Word, Outlook and Excel.  

Preferred: General knowledge of higher education administrative services. Experience working with student information systems, classroom scheduling software, academic catalog development and website management programs. Knowledge of laws and governmental regulations that guide a Registrar’s Office at a four-year research institution. 

Special Knowledge, Skills, or Abilities:

  • Proficiency in written/verbal communication skills to effectively communicate with departments, faculty, staff, and students in all matters pertaining to scheduling.
  • Familiarity with databases helpful in navigating SIS and utilizing Astra room scheduling software as well as course evaluation program.
  • Ability to move between multiple, divergent tasks to balance priorities in a dynamic environment.
  • Strong problem solving and analytical skills needed to assess the room scheduling needs of departments and faculty to reasonably accommodate their requests while balancing the interests of the university community.
  • Ability to identify problems, analyze data, and recommend appropriate solutions in a timely manner.
  • Passion for excellent customer service and commitment to exceptional quality in performance.
  • Strong organizational skills and attention to detail. 

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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