We are seeking a Scheduling Coordinator who oversees all requests for use of space at the Peabody Institute. The primary responsibility of the Scheduling Coordinator is the accurate and timely management of the scheduling process and ensure that a precise and complete schedule for the Institute is maintained. This includes, but is not limited to, managing the requests from faculty, staff and students, and requires knowledge of the priorities, best practices, and policies that govern space usage. The Scheduling Coordinator must have a strong attention to detail, the ability to track multiple projects and tasks at a time and strong follow through with requests.
The Peabody Institute of the Johns Hopkins University advances a dynamic, 21st-century model of performing arts training in pursuit of its mission: to elevate the human experience through leadership at the intersection of art and education. Through its Conservatory for undergraduate and graduate studies and the Preparatory, Baltimore's largest community performing arts school, Peabody empowers musicians and dancers from diverse backgrounds to create and perform at the highest level.
Specific Duties & Responsibilities
Daily Scheduling
Receive and process initial requests, scheduling changes, and cancellations from faculty, staff and students for all Peabody Institute spaces.
Gather and input preliminary event information, assessing availability of space, review support staff needs, required resources and support spaces.
Review scheduling conflicts and work with event owners to resolve conflicts, making recommendations for appropriate resolutions.
Review event holds and work with event owners to confirm event scheduling and needs.
Ensure compliance with scheduling-related policies and assist in communication of scheduling procedures.
Assist with scheduling and use of off-campus facilities.
Other duties as assigned.
Season Planning
Oversee the calendar planning process, working closely with the scheduling stake holders to create scheduling deadlines, priorities, and policies.
Working with the Director of Security and the Plant Ops, set building and garage hours for public events to ensure that proper staffing support is provided.
Working with the Registrars office, ensure classes are scheduled in appropriate spaces and in a way that minimizes conflicts throughout the semester. Make all necessary updates to class schedules in ArtsVision throughout the year.
Schedule and attend season planning meetings with department chairs, Peabody Preparatory and other scheduling stakeholders in order of scheduling priority.
Input academic calendar, holidays and key events into ArtsVision.
Process faculty studio hours, studio/repertoire classes and performance requests for the season for both conservatory faculty and minor teachers.
Working with the Ensemble Office, Concert Office, Production Department, Preparatory and Registrar, ensure that the season calendar is input correctly and in a timely manner.
Other duties as assigned.
ArtsVision Management
Perform class exports/imports from the Hopkins registrar system, SIS, into ArtsVision to ensure that the class schedule is up to date and accurate. Imports should occur daily for several weeks at the start of the semester.
Administer and maintain user access settings, and work to resolve user issues, as necessary.
Coordinate routine system updates, keep users aware of all changes, and troubleshoot technical problems in collaboration with appropriate IT staff members.
Train all new users of scheduling systems and continuously work with departments to illustrate new and expanded capabilities of these systems.
Other duties as assigned.
General Responsibilities
Maintain all scheduling info and pages and The Nest, The Faculty Forum and Staff Intranet to ensure accurate policy information is always available for faculty, staff and students.
Special Knowledge, Skills & Abilities
Excellent organizational, attention to detail and customer service skills.
Experience creating and implementing operational systems within a complex organization.
Microsoft Office software experience.
Minimum Qualifications
High School Diploma or graduation equivalent
Three years experience in a position with project, event management, venue booking and/or related venue scheduling responsibilities.
Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
Bachelor's Degree in Music Performance or Arts Administration.
ArtsVision, EMS, OPAS or other arts management software experience.
Experience working in a multi venue performing arts organization.
Classified Title: Administrative Coordinator
Working Title: Scheduling Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.95 - $25.30 - $32.60 hourly (Commensurate with experience)
Employee group: Full Time
Schedule: 37.5 hours per week
Exempt Status: Non-Exempt
Location: Peabody Institute
Department name: Concert Operation
Personnel area: Peabody
Total Rewards
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
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.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 accessibility.jhu.edu .
Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. 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. 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 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/Baltimore-Scheduling-Coordinator-MD-21202/1009041800/
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