555 Pennsylvania (555 Penn) is Johns Hopkins University's new home in Washington, D.C. State-of-the-art facilities will enhance students learning experience and encourage new levels of collaboration across every program. The building will house academic operations for multiple JHU schools and will feature a conference center and theater to foster collaboration between JHU divisions and with the external community.
We are seeking a Scheduling Specialist
who will administer all academic and events scheduling in the 555 Penn building. Using the university-wide scheduling application, CollegeNET, the Scheduling Specialist will collaborate with the schools operating in this building to schedule and optimize course and other academic activities. The Scheduling Specialist will also oversee all scheduling of events spaces, conference rooms, hot-desk spaces and other 555 Penn facilities. Finally, the Scheduling Specialist will generate reports and analyses related to the utilization of space in 555 Penn and may also facilitate assigning access based on the established university wide access criteria. These activities will be conducted in close coordination with the schools that are resident in the building as well as all JHU divisions that hold events there. The Scheduling Specialist will report to 555 Penn's Senior Director of Finance and Administration.
Specific Duties & Responsibilities
Working closely with all schools that are offering classes in the building and with the University Registrar office, collects all necessary data to review and finalize classroom requirements for classes to be offered in upcoming semesters.
Utilizes CollegeNETs scheduling software to build the 555 Penn classroom schedule. Also routinely accesses JHUs SIS as part of the academic scheduling process.
Maintains data related to final examinations within SIS and CollegeNET. Schedules final examinations into the 555 Penn classrooms.
Expertly uses CollegeNETs classroom optimization software to create scenarios that lead to a best-case solution for the classroom schedule and efficient space utilization.
- Acts as the point of contact for academic departments inquiring about classrooms for supplemental activities supporting degree courses and degree progress.
Resolves room conflicts using data from CollegeNET and SIS, working together with school administration.
Events & Room Scheduling
Serves as the primary contact for event and room scheduling at 555 Penn building by JHU divisions, programs, and departments.
Handles scheduling of conference rooms, event spaces, the theater, the multimedia suite rooms, classrooms, hotel workspaces, lobbies, pre-function spaces, and any other spaces in the building that are used for academic or event purposes.
Works with 555 Penn leadership to establish policies for scheduling spaces and resources in the 555 Penn building.
Works closely with the 555 Penn Events Management team related to the scheduling and conducting of events in the buildings conference center and theater.
Working closely with the Registrar's office, answers course and classroom scheduling inquiries and troubleshoots system issues.
Reporting & Analytics
Performs analyses, creates reports, and produces what-if scenarios using data from the CollegeNET X25 application.
Creates recurring and special reports for 555 Penn leadership as well as school leadership using the CollegeNET software.
Collects and maintains detailed information about all 555 Penn classrooms and other spaces that will be available for scheduling in the CollegeNET system.
- Conducts semi-annual room inspections of the classrooms and prepares a report of current status and needed maintenance for the 555 Penn property management team.
Reviews and responds to emails addressed to 555 Penn scheduling operations.
Maintains the scheduling information on the 555 Penn digital communications boards and website.
- Monitors and verifies that room scheduling requests comply with university and 555 Penn policies and guidelines.
May provide administrative assistant support for the 555 Penn Executive Director and Senior Director of Finance and Administration.
Work closely with facilities to address any physical issues in instructional spaces.
Performs additional duties as assigned.
High school diploma or graduation equivalent required. Bachelor's degree preferred.
Three years of related experience.
General knowledge of higher education administrative services
Classified Title: Scheduling Specialist
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: (Min) $17.95 (Mid) $25.30 (Max) $32.60 HRLY (Commensurate with Experience)
Employee group: Full Time
Schedule: Monday - Friday, 8:30 - 5:00 pm
Exempt Status: Non-Exempt
Location: District of Columbia
Department name: Provost and Sr VP for Acdmc Affs Off of
Personnel area: University Administration
The referenced salary range is based on Johns Hopkins University's good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. 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/
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 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.
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.
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
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 firstname.lastname@example.org. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit accessibility.jhu.edu.
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The following additional provisions may apply, depending on 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.
Note: Job Postings are updated daily and remain online until filled.
To apply, visit https://jobs.jhu.edu/job/Washington-Scheduling-Specialist-DC-20001/995265700/
Experience working with student information systems, classroom scheduling software, academic catalogue development, and website management programs.
Knowledge of laws and governmental regulations that guide a Registrar's Office at a four-year research institution.
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 the full suite of CollegeNET applications.
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.
Ability to inspire trust and work collegially and transparently with faculty members, staff, school and campus officers.
Unquestionable integrity, strong work ethic, and resiliency.