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Job Req ID:  58096

Administrative Coordinator

Position Description:

The Administrative Assistant provides general office management support to the academic departments at the Peabody Institute.  The position assists with office workflow, scheduling, correspondence, invoicing, and report preparation. The Administrative Assistant must be organized, diplomatic, and possess good communication skills. This position reports to the Sr. Administrative Coordinator in the Deans’ office.


Note: This position follows a 37.5 hours per week schedule for 10-month periods August- May and leave without pay June- July



Essential Job Functions:

  • General administrative support to all five academic departments.


  • Budget and financial support to include reconciling credit cards, monitoring departmental budgets, coordinating office purchases.


  • Serve as a liaison to the business office and assist department chairs and faculty members with submitting business office help tickets and reimbursements in Concur.


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


  • Assist with procurement of teaching materials, office supplies, and other necessary materials.


  • Students w/Accommodations – Work with Peabody Academic Affairs and the Homewood Office of Student disability Services to identify, track, and coordinate student accommodations, as needed.


  • 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 individuals/groups using Peabody facilities to include fielding initial requests, scheduling, invoicing, and follow-up activities.


  • New Student Orientation – Assist departments with preparation for orientation.


  • Audition Support – Special attention should be paid to planning the support necessary during audition week and the weeks immediately preceding.


  • External Reviews – Assist with coordination of periodic departmental external reviews, when applicable.


  • Provide support and other duties, as assigned.



Required Qualifications/Experience: 

  • High School diploma or GED
  • 3 years of relevant office experience
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
  • Strong knowledge and experience with computer software and peripherals (e.g., printers and scanners); Microsoft Products
  • Online storage and file sharing services, such as OneDrive, SharePoint, etc.
  • Strong customer services skills
  • Ability to work independently, multi-task, and be organized.




  • Background and/or knowledge of classical music, music technology, or music education.
  • Experience with accounting software
  • Experience with FileMaker Pro
  • Experience within an academic environment
  • Bachelor’s degree


Classified Title: Administrative Coordinator 
Working Title: Administrative Coordinator 
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: $17.42 – $23.95
Employee group: Full Time 
Schedule: 37.5 hours per week, 10 months per year 
Exempt Status: Non-Exempt  
Location: 07-MD:Peabody Institute 
Department name: 10000993-The Conservatory 
Personnel area: Peabody


The successful candidate(s) for this position will be subject to a pre-employment background check.


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 HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.


The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.


During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.


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.


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