Job Req ID:  115413

Scheduling Specialist

Reporting to the Associate Director, Course, and Classroom Scheduling and Analytics, we are seeking a Scheduling Specialist who will coordinate and assist with the implementation and facilitation of all aspects of academic course scheduling for the Krieger School of Arts and Sciences (KSAS) and Whiting School of Engineering (WSE). Collaborates with academic departments on the Homewood Campus effectively and efficiently schedules classes and works to secure classrooms to support programmatic needs. Coordinates ADA compliance for students and faculty during room scheduling. Works with office leadership, UIS, and other technical teams to test and resolve reported issues related to scheduling software. Will work with the Assistant Director, Classroom Management, to identify concerns and address issues with classroom assignments and utilization, including but not limited to furniture shortages, damage, supplies, and general health and safety issues. Provides exemplary customer service to university faculty, students, and departmental staff.


Specific Duties & Responsibilities


Schedule of Classes and Course Maintenance

  • Maintains course data for the catalog, student registration, and room scheduling within the Student Information System (SIS) and 25Live.
  • Assists with the collection, organization, and entry of course data into SIS and 25Live submitted by academic departments through electronic schedule changes and new course forms.
  • Acts as a liaison on behalf of the Registrar's Office with departmental contacts to answer course and classroom scheduling inquiries and troubleshoot related system issues.
  • Monitors and verifies that course scheduling requests comply with the university policies and course scheduling guidelines.
  • Serves as the primary contact between the Registrar’s Office and Academic Support and Disability Services and ensures room assignments and changes are made in compliance with Americans with Disabilities Act regulations.
  • Evaluate low enrollment courses for threshold enrollment for room assignment in accordance with established scheduling guidelines.
  • Utilizes existing queries for reporting purposes and to identify and resolve scheduling inconsistencies, data entry errors, and room conflicts using SIS, 25Live, and CLSS.
  • Principle coordinator for collecting classroom preferences from departmental contacts and reviewing assignments using SIS and 25Live.
  • Collaborates with department administration to review and finalize room requirements for class meetings.
  • Provides reports as needed to depts. with shared classrooms, and to respond to other inquiries as directed by the Associate Director.
  • Provides exemplary customer service to faculty, students, and staff and actively supports the goals and mission of the Office of the Registrar - Homewood.
  • Assists in surveying classrooms to identify utilization issues prior to term start, as needed, and reports classroom issues to the Assistant Director for review and processing.
  • Supports Event Scheduling Specialist in processing event and final exam requests, and updating catalog information as needed.


System Applications

  • Serve as functional lead administrator for academic scheduling (CourseLeaf - CLSS).
  • Coordinates, initiates, reviews, and monitors the workflow of CLSS to ensure timely completion of data return to the SIS.
  • Conducts training for departmental CourseLeaf scheduling users.
  • Utilizes OnBase to review and process updates to course data and schedule changes within the SIS.
  • Utilizes 25Live scheduling utilities to locate and reserve appropriate classrooms and shared computer spaces for academic courses. Independently works to resolve any time/room conflicts.
  • Monitors course data transfers to/from SIS/25Live and notifies the Associate Director if systems are out of sync.


Communication

  • Responsible for reviewing and responding to emails addressed to ASEN Scheduling.
  • Responsible for generating and sending communications to departments regarding course maintenance cycles and classroom assignment reviews.
  • Updates content on the Office of the Registrar's website relating to the Schedule of Classes.


Additional duties as assigned. 


Special Knowledge, Skills, or Abilities

  • Proficiency in Microsoft Office applications, with a particular emphasis on Microsoft Word, Outlook, and Excel.
  • 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 25Live room scheduling software, as well as OnBase.
  • Ability to move between multiple, divergent tasks to balance priorities in a dynamic environment.
  • Strong problem-solving and analytical skills are 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.



Minimum Qualifications
  • High school diploma or GED equivalent required.
  • Three (3) years of directly related experience.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.


Preferred Qualifications
  • An Associate's Degree or Bachelor's Degree is preferred.
  • General knowledge of higher education administrative services.
  • Experience working with student information systems, course and classroom scheduling software (CLSS and 25Live preferred), academic curriculum processes, and website management programs.
  • Knowledge of laws and governmental regulations that guide a Registrar's Office at a four-year research institution.

 


 

Classified Title: Scheduling Specialist 
Role/Level/Range: ATO 37.5/02/OE  
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience) 
Employee group: Full Time 
Schedule: Mon - Fri / 08:00am - 04:30pm 
Exempt Status: Non-Exempt 
Location: Hybrid/Homewood Campus 
Department name: ​​​​​​​Office of the Registrar Homewood Schools  
Personnel area: University Student Services 

 

 


Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
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.

Hybrid: On-site 1-2 days a week