Serves as the primary point of contact for the Music Education and Pedagogy Department and the Music Engineering and Technology Department. Provides all administrative and office management support to these two academic offices. Handles office workflow, phones, mail, appointments, correspondence, invoicing for recording sessions, and various reports. Processes most SAP-related transactions.
NOTE:This position works 10 months August - June, with unpaid time-off for summer months (June 16th - August 15th). Working 28 hours per week. Full Time benefits.
Essential Job Functions:
Administrative and Secretarial:
Provides support to the academic offices of Music Education and Pedagogy, and Music Engineering and Technology.
Handles office workflow, appointments, correspondence, calendar, faculty and student records and reports.
Process audio-recording requests through FileMaker Pro and delivers to faculty and/or mail to requestors.
Orders supplies, handles P Card purchase and reconciles budget for both departments.
Administer all check request payments and mileage reimbursement for the Music Education and Pedagogy, and Recording Arts faculty and staff via SAP, and acts as a liaison to the business office.
Create Letters of Agreements and administer payments for all guest-lecturers and independent contractors.
Ensure timely distribution of checks and resolve all financial discrepancies with Johns Hopkins Accounts Payable.
Saturday Series for Music Education specific:
Coordinate production of Saturday Series material through the office of Communications and Marketing, handles all logistics, administer all billings, payments, and deposits for the Music Education Saturday Series workshops.
Manage procurements of teaching materials, office supplies, and video recording equipment for the Music Education and Pedagogy department.
Assist the chairs of Music Engineering and Technology, and Music Education and Pedagogy in managing all revenues and expenses for cost effectiveness.
Administer contracts and obtain all necessary signatures for guest-lecturers and independent contractors.
Coordinate business-related travels; administer travel advances and expense reports.
Assure accommodations for guest-artists and guest-lecturers.
Create and update computer-stored documents and files.
Handles and coordinates all student card key access.
In partnership with the Peabody Archivist, handles all archives for the two departments.
In partnership with the Admissions office, manages the Audition process (key process at Peabody).
Respond to program and audition enquires.
Organize marketing materials, audition information packages, and program brochures.
Assist with audition scheduling and admission process.
Assist students at the time of their interviews for admittance during audition week on the second floor of the conservatory.
Recording operations support- Interface directly with the Recording Arts Manager to handle invoicing for recording sessions and duplications. This involves setting up the client in the on-line billing system. Transactions beyond this point are automatic. @ 160 invoices in the school year.
Assist the Music Education faculty with the mentor teacher contracts for intern teacher placements with partnership schools.
Assist with logistics for Baltimore City practicum experiences and intern teacher placement.
Complete online intern teacher request forms, and follow through with placement requests.
Acts as a liaison with the Maryland State Department of Education to ensure completion of necessary forms in a timely manner, and keep up to date with current requirements.
Assist with assembly, preparation and organization of the yearly Saturday Series material; Maintain Saturday Series participants’ folders; Liaise with the Saturday Series coordinator, guest-clinicians, and participants (Music Education and Pedagogy).
In partnership with Student affairs will coordinate all new student orientation activities such as:
Schedules New Student Studio Orientation and coordinates New Student Keycard Facility Access for Music Engineering and Technology, Computer Music and Music for New Media (3 programs).
Music Education and Pedagogy.
Set up Fall New Student Orientation/Advising.
Create data base of all new students, Undergraduate and Graduate, add to existing data base.
High School diploma/GED required.
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); MS Office Suite.
Online storage and file sharing services, such as OneDrive, Dropbox, etc.
Strong customer services skills.
Ability to work independently, multi-task, and be organized.
Background and/or knowledge of classical music, music technology, and music education.
Experience with SAP.
Experience with FileMaker Pro.
Experience within an academic environment.
A Bachelor’s degree.
Located in the heart of Baltimore’s Mount Vernon Cultural District, the Peabody Institute was founded in 1857 as America’s first academy of music. Today, through its degree-granting Conservatory and its community-based Preparatory music and dance school, Peabody trains musicians and dancers of every age and at every level. Nearly 1,000 concerts and events take place at Peabody each year, all of them free and open to the public.
The Peabody Institute of the Johns Hopkins University is committed to active recruitment of a diverse faculty and student body. The University is an Affirmative Action/Equal Opportunity Employer of women, minorities, protected veterans and individuals with disabilities and encourages applications from these and other protected group members. Consistent with the university’ goals of achieving excellence in all areas, we will assess the comprehensive qualifications of each applicant.
Classified Title: Administrative Coordinator Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: 28 hours per week/10 months Exempt Status: Non-Exempt Location: 07-MD:Peabody Institute Department name: 10003505-Music Education and Recording Arts 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 firstname.lastname@example.org. 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.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
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.