Administrative Coordinator

Employer
Johns Hopkins University
Location
Maryland, United States
Salary
Salary Not Specified
Posted Date
Jun 23, 2022

View more

Position Type
Administrative, Academic Affairs, Faculty Affairs, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time

Peabody Institute is seeking an Administrative Coordinator who will provide administrative support to the dean’s office that encompasses the executive team, faculty and administrative staff, including special projects and department events, website maintenance and coordination with communications staff. Serve as primary back-up to the Executive Assistant. May perform duties of a sensitive and confidential nature.

Specific Duties & Responsibilities:

  • Writes letters and memoranda for internal/external communication as assigned by Executive Assistant.
  • Designates necessary action to be taken, deadlines and follow-up.
  • Initiates and handles process for faculty recruitment and promotion appointments.
  • Creates and maintains files and correspondence for faculty appointments and annual reviews.
  • Organizes and takes minutes at faculty meetings.
  • Maintains the executive calendar, schedules appointments and meeting rooms.
  • Coordinates travel and accommodation arrangements for the executive office.
  • Prepares financial reimbursements, i.e., travel advance, reimbursements, supplies, honorarium, etc.
  • Financial accounts: manage/oversee disbursements from dean’s office and instructional budgets, dean’s discretionary fund, all conservatory endowed competition accounts, individual faculty gift accounts, Levi Distinguished Visiting Artists’ Fund, Hittman Chamber Music, Piero Weiss Memorial Fund, Bernstein Accompanist Fund, Peabody Renaissance Ensemble account, faculty development grants.
  • SAP: Assists with SAP transactions for the Dean’s suite to include:
    • Process/approve online payments and reimbursements in SAP/Concur.
    • Establish new vendors and prepare letters of agreement, when necessary.
    • Review files, as needed, on the various budgets managed by the Sr. Associate Dean of Institute Studies office.
  • Prepare Conservatory faculty contracts and reappointment letters.
  • Compile and calculate faculty load adjustments each semester, enter into FIMS, and submit to HR for processing.
  • Coordinates special projects and events, office activities and committee meetings.
  • Locates and compiles information and formats reports, graphs, tables, records and other sources of information.
  • Assembles and categorizes facts and figures for written computation and calculations.
  • Uses various software applications, such as spreadsheets, relational databases and graphics packages to assembly, manipulate and/or format data and/or reports.
  • Manages and maintains confidential records through filing, retrieval, retention, storage, compilation, coding, updating and destruction. Picks up and delivers materials as required, including for department events. Receives and screens incoming calls/mail. Serves as liaison between Chair and Dean’s office, including multiple facets of school-level activities.

Faculty Management

  • Build and maintain faculty contract data in Faculty Information Management System (FIMS - Salesforce).
  • Coordinate aspects of departmental external reviews with department chairs and support staff.
  • Manage the Conservatory faculty hiring process including publishing position descriptions in Interfolio, schedule interviews and travel/hotel authorization for candidates, author correspondence with candidates, and write letters of agreement.

Administrative Support

  • Provide complex administrative support, project support, author correspondence and office management duties in support of the senior associate dean.
  • Calendaring: Maintains a complex, high volume electronic calendar for the Sr. Associate Dean schedule daily appointments and group meetings involving a variety of constituencies.
  • Staff various committees and other meetings, including scheduling, catering and logistical arrangements, preparation of agendas, recording of minutes, monitoring of follow-up action.
  • Provide office coverage for the Dean’s Executive Assistant in her absence, including the dean’s calendar.
  • Assist with special projects and special events as needed and perform other relevant duties as assigned.

Minimum Qualifications (Mandatory):

  • High School Diploma or GED.
  • 3 years progressively responsible administrative experience. 5+ years of experience preferred.
  • Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.*

* JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred Qualifications:

  • Some college preferred.
  • Experience working with various software applications required.

Special Knowledge, Skills & Abilities:

  • Ability to manage multiple projects simultaneously, to develop and maintain relationships with faculty, staff, students, and guests as a reflection of the Chair’s office, manage electronic documents on Dropbox, MS Teams, OneDrive, and other systems; superior quantitative skills, knowledge of Excel, Microsoft Word; Microsoft Outlook; Microsoft Access a plus.

Classified Title: Administrative Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: Commensurate with experience
Employee group: Full Time
Schedule: 37.5 hours per week M-F
Exempt Status: Non-Exempt
Location: Peabody Institute
Department name: Peabody Institute
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 Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

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.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf


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.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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