Responsible for providing complex administrative support, project management, event production and office management duties in support of the Associate Dean for Innovation, Interdisciplinary Partnerships and Community Initiatives. The work of the Associate Dean for Innovation, Interdisciplinary Partnerships and Community Initiatives is to build strategic new partnerships and programs for the Institute aligned with the Breakthrough Plan https://peabody.jhu.edu/academics/breakthrough-curriculum/
This position involves both managing existing programs and processes as well as creating structure and project management for emerging initiatives. The successful candidate will be comfortable in a start-up environment as well as the more traditional arena of higher education. A high degree of professionalism in written and verbal communication and excellent customer service are required to interact with a wide variety of constituencies, both internal and external. Ability to take initiative, exercise judgement, multi-task, solve problems, and work both collaboratively and independently are essential. Will involve a variety of duties requiring initiative, high attention to detail including proofreading, maintenance of financial transactions and reconciliation of expenses.
The range of programs run or supported through this office includes:
Peabody Conservatory LAUNCH Fellowship and Residency programs.
Peabody Dean's Incentive Grants.
The Johns Hopkins Center for Music and Medicine.
The Johns Hopkins Rehabilitation Network Clinic for Performing Artists at Peabody.
Peabody/Johns Hopkins Medicine Arts-in-Health initiatives.
Peabody Peak Performance Fundamentals.
Office of Community Partnerships.
Peabody Conservatory LAUNCH Fellowship and Residency programs.
Peabody Conservatory Department of Professional Studies.
Essential Job Duties:
Provides high level support to the associate dean regarding all administrative and business activities related to the programs under the dean's purview. Works closely with the associate dean to oversee projects making decisions and establishing work priorities in order to implement operational issues
Will work with the associate dean in building programs; will attend meetings, create timelines and structure in order to advance the work of the project.
Works closely with all the associate deans' direct reports towards the effective implementation of relevant projects.
Calendaring: very complex in nature with a high volume of appointments involving a variety of constituencies, both internal and external: manage the dean's calendar within the framework of established priorities and knowledge of the school. Use management techniques and technical tools towards effective calendar, project and personnel management. Will take some of the appointments for the Associate Dean.
Manages logistics of all fellowships, residencies, grants, programs, event and workshops to include:
manage all aspects of projects from initial publicity to end-of-cycle debrief including: send annual announcements in reference to timeline and application deadline, collect proposals and organize materials for selection committee, prepare award letters, work with business office on fund disbursement records, collate project reports and media, and create project summaries for publicity efforts.
Staff various committees and meetings, including scheduling, catering and logistical arrangements, preparation of agendas, recording of minutes, monitoring of follow-up action.
Assist in preparing materials for workshops, conferences and presentations. Prepare correspondence.
Assist with special projects, and special events as needed.
Coordinate and manage the logistics of guest artists/presenters in conjunction with LAUNCHPad office and Community Engagement office, including letters of agreement, scheduling and hotel reservations, travel reimbursements, and correspondence.
Answer phones, receive visitors, and maintain office equipment, supplies and files. Order office supplies through SAP.
Arrange travel for Associate Dean. Prepare and submit expense reports.
Handle all SAP transactions for the Associate Dean to include:
Process online payments and reimbursements in SAP
Establish new vendors and prepare letters of agreement
Maintain Excel spreadsheets and files as needed on the various budgets managed by the Associate Dean's office.
Assist in managing the Dean's suite and providing administrative support as needed
Perform other relevant duties as assigned.
Bachelor's degree required.
Five years' progressively responsible administrative, arts administration, or other related experience required.
Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Experience with handling projects and project management software
Five to ten years' experience in an executive support position within higher education or arts administration strongly preferred.
Familiarity with traditional and emerging classical music markets and trends strongly preferred.
Experience with Blackboard and project management software strongly preferred
Event management or production experience preferred.
Knowledge of Peabody and JHU.
Experience using SAP.
Internal and External Contacts:
Interacts routinely with all employees of the Institute, university administration, Baltimore city and community representatives, faculty, students, parents and staff.
Special Knowledge, Skills, and Abilities:
Excellent written and verbal communication skills.
Good organizational skills with ability to juggle multiple demands and set priorities under pressure.
High level of attention to detail and ability to follow through to ensure resolution of issues and completion of projects.
Strong initiative, ability to anticipate needs, commitment to responsiveness. Use of problem-solving and analytical skills; exercise independent judgment to resolve issues.
Excellent customer service and interpersonal skills to interact effectively with members of the Peabody community, the university, and the public at all levels.
Proficiency in Microsoft Office software, including Word, Outlook, Excel, and PowerPoint.
Technical qualifications or specialized certifications:
Arts administration; music degree; project management certification.
Lean certification or a similar process improvement certification program.
Classified Title: Administrative Project Specialist Working Title: Project Coordinator Role/Level/Range: ATO 37.5/03/OG Starting Salary Range: Commensurate With Experience Employee group: Full Time Schedule: 37.5 hours per week; M-F Exempt Status: Non-Exempt Location: 07-MD:Peabody Institute Department name: 10000978-Peabody Institute Personnel area: Peabody
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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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Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.