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Under direct supervision of the Senior Administrative Coordinator, the Administrative Coordinator will work as part of a centralized team providing administrative and operational support to Peabody’s Conservatory Department Chairpersons and faculty. The Administrative Coordinator will serve as the conduit between the Conservatory Chairperson/Faculty and Peabody’s Administrative units including Human Resources, Business Office/Finance, Information Technology and Facilities. This position requires independent judgment and discretion as well as the utilization of advanced technical and administrative skills.

Specific Duties & Responsibilities

• Provide general administrative support to assigned academic department faculty and chairpersons.

• In collaboration with the chairperson/faculty budget owner and the Business Office, responsible for overseeing the assigned departments operating and discretionary budget including but not limited to

• Conducting monthly reconciliation of department cost centers

• Reviewing the monthly financial reports with the chairperson/faculty

• Assist with the quarterly year-end spend projections.

• Assist with developing the yearly department budget.

• Serve as a liaison between the administrative/operations units and department chairpersons and faculty with submitting and following up on Service Desk tickets including

• Human Resources: requests to hire student workers and supplemental pay for department faculty, staff and students.

• Facilities: request for classroom setup and/reconfiguration when needed, special event setup and support, and general facilities maintenance request.

• Finance/Business Office: non-employee (guest artist) reimbursements, purchase orders, vendor payments, off-site performance space rentals and cost-transfer.

• Information Technology: requests for conferencing support, equipment rental, laptop and other tech equipment purchases, video recording and support.

• Serve as a Concur delegate for department chairperson and faculty aiding with submitting expense reports and reimbursements.

• Assist with purchasing department supplies including teaching materials, office supplies, and other necessary materials via procurement card or via Finance/Business Office purchasing ticket request.

• Assist with travel arrangements for department chairperson, faculty and department collaborators and guest artist using via assigned Travel Card or Divisional Card through the Business Office Service Desk travel request.

• Collaborate with departmental academic/ensembles personnel to ensure ensembles related expenses are procured and required hires are made.

• Assist department chairs with forms/reports required by various external, industry or governmental organizations.

• Serve as point of contact for all visiting artists and guest lecturers to include master class/teaching arrangements, letters of agreement, and honorarium preparation/submittal.

• Serve as the primary contact for department individuals/groups using Peabody facilities to include fielding initial requests, scheduling, invoicing, and follow-up activities.

Special Knowledge, Skills & Abilities

• Basic experience with computer software including but not limited to Microsoft Word, Microsoft Excel and Microsoft PowerPoint.

• Experience with online storage and file sharing services such as OneDrive, SharePoint, GoogleDrive, etc.

• Proven ability to prioritize work and ensure projects and workloads are completed on time while maintaining high morale.

• Excellent written and oral communications skills.

• Politically aware and able to maintain confidentiality.

• Demonstrated exemplary customer service skills.

• Ability to analyze and interpret financial data, prepare financial reports, projections and analysis, and budgetary items for validity and compliance.

• Ability to develop and maintain record keeping systems and procedures.

• Ability to make sound objective judgments and ethical decisions.

Minimum Qualifications

• High School Diploma or graduation equivalent.

• 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 in Business Administration, Finance, Accounting, Human Resources, Arts Administration, or related field.

• Intermediate computer knowledge and experience working with Salesforce, SAP, Oracle Planning, Concur, Microsoft Excel, Microsoft Word, Microsoft PowerPoint

• Experience working with and adhering to University-wide policies and procedures.

• Experience working in higher education.

Classified Title: Administrative Coordinator

Job Posting Title (Working Title): Administrative Coordinator

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: Min $18.00 - Max $33.50 HRLY ($50,213 targeted; Commensurate with experience)

Employee group: Full Time

Schedule: 37.5 hours per week, M - F

Exempt Status: Non-Exempt

Location: Hybrid: On-site 3-4 days a week

Department name: 10000993-The Conservatory

Personnel area: Peabody

Equal Opportunity Employer:

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.