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

Equal Opportunity Employer:

Johns Hopkins University is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. The university promotes affirmative action for minorities, women, disabled persons, and veterans.