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 13 Department Chairpersons and 143 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.

• 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.

• 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