With approximately 3,400 students participating each week, Peabody Preparatory is a community school for the performing arts serving students of all ages and levels through music, dance, and related programming.
Peabody Preparatory is seeking an experienced ASAP Course Catalog Specialist (Registration System Coordinator) to provide short-term, remote support for the development and launch of our Spring and Summer course catalogs. This is a casual/as-needed position that carries no benefits.
The ideal candidate will have significant hands-on experience working with the ASAP registration system and will be able to work independently with minimal system training. This position will partner with Preparatory academic and administrative staff, who will provide program and course information, to translate that information into accurate and functional course and class configurations within ASAP.
This is a project-focused position, with the immediate objective of ensuring that Spring and Summer offerings are accurately configured, quality checked, and ready for registration launch. Depending on organizational needs, the assignment may be extended to provide additional catalog or ASAP systems support beyond the initial Spring and Summer catalog cycle.
Specific Duties & Responsibilities
Course Catalog Development & ASAP Configuration
- Build and configure Spring and Summer courses and classes in ASAP.
- Complete class rollover and update existing course and class records for upcoming registration periods.
- Configure course and class information, including schedules, tuition, fees, discounts, customer groups, course groups, packages, and programs.
- Enter and maintain course and program information supplied by Preparatory academic and administrative staff.
- Work with department chairs and program staff to translate program requirements into appropriate ASAP configurations.
- Configure registration structures necessary to support a wide variety of Preparatory programs and enrollment models.
- Review existing configurations and identify necessary updates or corrections for upcoming terms.
- Coordinate catalog setup and production to meet established registration launch deadlines.
Quality Control & Troubleshooting
- Conduct systematic quality-control reviews of catalog data prior to publication.
- Verify that courses and classes display and function correctly within the registration environment.
- Test registration pathways and configurations as necessary prior to launch.
- Identify missing, incomplete, or conflicting course information and work with Preparatory staff to resolve discrepancies.
- Troubleshoot course- and catalog-related ASAP configuration issues.
- Identify issues that require escalation to Peabody Information Technology or other system support.
- Assist with final catalog review and preparation for registration go-live.
Project Coordination & Documentation
- Work collaboratively with Preparatory staff to track catalog information and outstanding items.
- Communicate clearly about missing information, configuration questions, deadlines, and potential barriers to launch.
- Maintain accurate documentation of work completed, configuration decisions, and unresolved issues.
- Support an effective transition of catalog and system knowledge to permanent Preparatory staff.
- Prioritize tasks to meet firm Spring and Summer catalog production deadlines.
Minimum Qualifications
- HS Diploma/Equivalency
- Three years related experience
- Additional education may substitute for required experience to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- Bachelor's Degree
- Demonstrated professional experience working with the ASAP registration system.
- Hands-on experience configuring courses, classes, or registration offerings in ASAP.
- Ability to work within ASAP independently with minimal training.
- Strong attention to detail and demonstrated accuracy when working with complex program and course data.
- Strong organizational and project-management skills.
- Ability to identify problems, troubleshoot effectively, and develop solutions.
- Ability to manage multiple tasks and deadlines simultaneously.
- Strong written and verbal communication skills.
- Ability to collaborate effectively with academic, administrative, and technical staff.
- Ability to work independently in a remote environment.
Classified Title: Registration System Coordinator
Job Posting Title (Working Title): Course Catalog Specialist (Peabody Preparatory)
Role/Level/Range: ATO 37.5/02/OF
Starting Salary Range: $21.80 - $37.80 HRLY ($29.80 targeted; Commensurate w/exp.)
Employee group: Casual / On Call
Schedule: Variable schedule, up to 987 hours per year
FLSA Status: Non-Exempt
Location: Remote
Department name: Preparatory Director's Office
Personnel area: Peabody