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Job Req ID:  112415

Administrative Coordinator

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 

 

 

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:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.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 https://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 upon 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.
Hybrid: On-site 3-4 days a week

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