Sr. Administrative Coordinator

The Peabody Preparatory of the Johns Hopkins University seeks a Sr. Administrative Coordinator who will support the mission of the Preparatory by providing complex administrative support directly to the office of Director of the Preparatory serving as a key administrative staff member connecting the Preparatory within the larger Peabody Institute. This role supports the Director in the annual hiring and contracting process for the Preparatory’s over 140 faculty, the biannual contract adjustment process, summer program hiring, and provides support to the Preparatory’s faculty chairs in hiring and paying substitutes, guest artists, students, and accompanist. This role assists in facilitating the accomplishment of organizational goals, objectives, strategic and tactical initiatives, as well as ensuring the smooth and efficient operation of the Preparatory as a whole.

As a professional representative of the Preparatory and the Director, the candidate will be a detail-oriented team player who is committed to responsiveness and customer service. The Sr. Administrative Coordinator will deal regularly with highly sensitive, privileged, and confidential subject matter.

The position is expected to maintain the highest degree of professionalism and trust on the telephone, in person, via electronic communication, and must be able to prioritize and multitask based on changing needs and situations. Inter- and intra-office communication and teamwork skills are critical.

Duties include coordinating and performing a broad range of administrative duties in a fast-paced environment for the Director of the Peabody Preparatory.

The Organization

Founded in 1894, the Peabody Preparatory of the Johns Hopkins University is Baltimore’s premier community school and pre-professional academy for the performing arts. The Peabody Preparatory is part of the Peabody Institute, one of the nine divisions that comprises the Johns Hopkins University. The Preparatory has a distinguished faculty of 130 educators and serves approximately 2,500 students per week on four campuses. The Preparatory offers music and dance educational experiences ranging from early childhood classes for infants to life-long learners engaged through Peabody Plus. The dance department, dating from 1914, is one of the oldest continuously operating dance training centers in the United States.

Students can enroll in individual lessons where they can participate in repertoire classes, recitals, and competitions. Group instruction is available in dance, large ensembles, chorus, chamber music, early childhood music classes, vocal fundamentals, and music theory. In addition, the Preparatory offers more structured curricula for our most serious student through the Preparatory’s academy, certificate, and pre-professional training programs.

Specific Duties & Responsibilities

• Coordinates the hiring process for all new faculty and students for the Peabody Preparatory, including working with Preparatory chairs and program managers on job postings, coordinating on-site interviews, and scheduling offer calls with the Director; working with the Director to issue faculty contracts and initiating the hiring process with Peabody’s HR team; working with the business office, marketing, and security to ensure new faculty are onboarded with the access and resources they require.
• Serves as the liaison to the Peabody Institute’s Human Resources team, including functioning as the central point of contact between the Director, hiring managers, and Peabody’s HR department, Preparatory business office for new faculty and student hires; and actively manages hiring process from the Preparatory’s perspective. Tracks and monitors open and closed requisitions.
• Working with HR, coordinates the off-boarding procedures for the Peabody Preparatory.
• Supporting the Director, and working closely with the Peabody business office, and HR, serves as the connecting staff member for the annual hiring and contracting process for the Preparatory’s over 140 faculty, and summer program hiring.
• Updates workloads for payroll adjustment processes.
• Manages the substitute faculty hiring, onboarding, and payment process.
• Manages the Director’s calendar by coordinating multiple meetings on behalf of the Director. Takes minutes for Director at meetings.
• Prepares and requests payment from the Business Office for all vender accounts including guest artists and faculty, music supplies, and other Preparatory related vendors.

Special Knowledge, Skills & Abilities

• Confidentiality, initiative and tact, mature and independent judgment, and a high level of administrative and communication skills required.
• Excellent organizational, time-management, interpersonal, proble