The Peabody Preparatory of the Johns Hopkins University seeks a Sr. Administrative Coordinator who will support the mission of the Preparatory by providing complex administrative support directly to the office of Director of the Preparatory serving as a key administrative staff member connecting the Preparatory within the larger Peabody Institute. This role supports the Director in the annual hiring and contracting process for the Preparatory’s over 140 faculty, the biannual contract adjustment process, summer program hiring, and provides support to the Preparatory’s faculty chairs in hiring and paying substitutes, guest artists, students, and accompanist. This role assists in facilitating the accomplishment of organizational goals, objectives, strategic and tactical initiatives, as well as ensuring the smooth and efficient operation of the Preparatory as a whole.
As a professional representative of the Preparatory and the Director, the candidate will be a detail-oriented team player who is committed to responsiveness and customer service. The Sr. Administrative Coordinator will deal regularly with highly sensitive, privileged, and confidential subject matter.
The position is expected to maintain the highest degree of professionalism and trust on the telephone, in person, via electronic communication, and must be able to prioritize and multitask based on changing needs and situations. Inter- and intra-office communication and teamwork skills are critical.
Duties include coordinating and performing a broad range of administrative duties in a fast-paced environment for the Director of the Peabody Preparatory.
Founded in 1894, the Peabody Preparatory of the Johns Hopkins University is Baltimore’s premier community school and pre-professional academy for the performing arts. The Peabody Preparatory is part of the Peabody Institute, one of the nine divisions that comprises the Johns Hopkins University. The Preparatory has a distinguished faculty of 130 educators and serves approximately 2,500 students per week on four campuses. The Preparatory offers music and dance educational experiences ranging from early childhood classes for infants to life-long learners engaged through Peabody Plus. The dance department, dating from 1914, is one of the oldest continuously operating dance training centers in the United States.
Students can enroll in individual lessons where they can participate in repertoire classes, recitals, and competitions. Group instruction is available in dance, large ensembles, chorus, chamber music, early childhood music classes, vocal fundamentals, and music theory. In addition, the Preparatory offers more structured curricula for our most serious student through the Preparatory’s academy, certificate, and pre-professional training programs.
Specific Duties & Responsibilities
- Coordinates the hiring process for all new faculty and students for the Peabody Preparatory, including working with Preparatory chairs and program managers on job postings, coordinating on-site interviews, and scheduling offer calls with the Director; working with the Director to issue faculty contracts and initiating the hiring process with Peabody’s HR team; working with the business office, marketing, and security to ensure new faculty are onboarded with the access and resources they require.
- Serves as the liaison to the Peabody Institute’s Human Resources team, including functioning as the central point of contact between the Director, hiring managers, and Peabody’s HR department, Preparatory business office for new faculty and student hires; and actively manages hiring process from the Preparatory’s perspective. Tracks and monitors open and closed requisitions.
- Working with HR, coordinates the off-boarding procedures for the Peabody Preparatory.
- Supporting the Director, and working closely with the Peabody business office, and HR, serves as the connecting staff member for the annual hiring and contracting process for the Preparatory’s over 140 faculty, and summer program hiring.
- Updates workloads for payroll adjustment processes.
- Manages the substitute faculty hiring, onboarding, and payment process.
- Manages the Director’s calendar by coordinating multiple meetings on behalf of the Director. Takes minutes for Director at meetings.
- Prepares and requests payment from the Business Office for all vender accounts including guest artists and faculty, music supplies, and other Preparatory related vendors.
Special Knowledge, Skills & Abilities
- Confidentiality, initiative and tact, mature and independent judgment, and a high level of administrative and communication skills required.
- Excellent organizational, time-management, interpersonal, problem solving and customer service skills, with a strong attention to detail and accuracy.
- Ability to work independently and as part of a team to prioritize work effectively and within established deadlines and timeframes.
- Extensive and advanced knowledge of Microsoft Office software. Advanced proficiency with Excel.
- Familiarity with current HR practices, trends, and policies.
- Some budget or expense monitoring and/or tracking required.
- High School Diploma or graduation equivalent.
- Five years progressively responsible administrative experience.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
- Bachelor’s Degree.
- Experience providing complex administrative support.
Classified Title: Sr. Administrative Coordinator
Role/Level/Range: ATO 37.5/03/OF
Starting Salary Range: Min $21.00 – Max $36.50 HRLY ($51.246 targeted; Commensurate with experience)
Employee group: Part-time
Schedule: 27 hours per week
Exempt Status: Non-Exempt
Location: Hybrid/Peabody Institute
Department name: The Preparatory
Personnel area: Peabody
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.
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 email@example.com. 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. The COVID-19 vaccine does not apply to positions located in the State of Florida. 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.
Hybrid: On-site 3-4 days a week
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.