Scheduling Administrator (Hopkins Bloomberg Center)

Scheduling Administrator

We are seeking a Scheduling Administrator at the Hopkins Bloomberg Center to provide strategic oversight and leadership for all aspects of instructional and non-instructional/event scheduling. This role will report directly to the Deputy Executive Director for Operations. The Scheduling Administrator will be responsible for developing and managing a robust scheduling process. Event scheduling should distill and organize all requests and relevant information and facilitate a collaborative decision-making process. This position will coordinate conversations and decisions between a variety of internal stakeholders including operations, programming and events, communications, and public engagement teams. This role will regularly brief the Executive Director, as the final arbiter of all space utilization at the Hopkins Bloomberg Center, and must maintain strong relationships with the HBC Chief of Staff and Director of Events to ensure a successful scheduling process. The Scheduling Administrator ensures transparency and communicates clear expectations throughout instructional and event scheduling processes to ensure stakeholders and Johns Hopkins divisions are well always informed about the process. This position directly supervises one Scheduling Specialist. The ideal candidate will bring high-level scheduling or project management experience, demonstrating the ability to manage complex, high stakes scheduling operations with discretion and precision.

Specific Duties & Responsibilities

• Provide comprehensive oversight for both academic and event scheduling operations, ensuring efficient and equitable allocation of university spaces and resources.
• Develop, implement, and continuously improve scheduling policies, procedures, and workflows.
• Oversee the intake, processing, and resolution of all scheduling requests received through 25Live, direct email communication, and messages addressed to the Scheduling Team.
• Utilize scheduling system utilities to locate and reserve appropriate classrooms and event spaces. Work to resolve any time/room conflicts.
• Monitor and verify that room scheduling requests comply with university policies and guidelines.
• Exercise sound judgement in triaging and escalating time-sensitive or high-priority requests.
• Establish and monitor key performance indicators for scheduling operations and report on metrics to leadership.
• Facilitate a collaborative decision-making process that incorporates input from internal stakeholders including operations, programming and events, communications, and public engagement teams, as well as division leadership.
• Build and maintain strong relationships with event teams and relevant parties across divisions and schools at Johns Hopkins.
• Set and communicate clear expectations regarding scheduling timelines, processes, and outcomes to all stakeholders and requesters.
• Directly supervise the Scheduling Specialist.
• Ensure appropriate coverage and workflow distribution within the scheduling team
• Work with the student information system (SIS) and 25Live, a room scheduling solution, to create queries for reporting purposes and to resolve room conflicts.
• Serve as the senior administrator for 25Live for the division including system configuration oversight, user management, and advanced troubleshooting.
• Provide exemplary customer service to faculty, students, and staff and actively support the goals and mission of Student Affairs and the division.
• Act as a liaison on behalf of department with school/divisional contacts to answer course and classroom scheduling inquiries and troubleshoot system issues.
• Provide support in the collection of room preference information for academic courses as needed.
• Work with the technical team to test and resolve reported issues, including the development and implementation of new reporting strategies.
• Perform other related duties as requested.

Minimum Qualifications

• Bachelor's Degree.
• Five years of progressively responsible experience in scheduling, event coordination, or a related field.
• Demonstrated experience supervising staff and managing complex operational workflows. Experience coordinating scheduling across multiple departments or stakeholders with competing interests.
• Additional education may substitute for required experience and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Familiarity with databases helpful in navigating student information systems (SIS) and utilizing room scheduling software and course evaluation program.
• Proficiency in Microsoft Office applications, with a particular emphasis on Microsoft Word, Outlook, and Excel.

Classified Title: Scheduling Administrator Job Posting Title (Working Title): Scheduling Administrator (Hopkins Bloomberg Center) Role/Level/Range: ATP/03/PC Starting Salary Range: $53,800 - $94,400 Annually (Commensurate w/exp.) Employee group: Full Time Schedule: Monday-Friday 8:30 AM-5:00 PM FLSA Status: Exempt Location: Hybrid/District of Columbia Department name: 555 Penn Personnel area: University Administration