Opera Department Coordinator (Peabody Opera Department)

The Johns Hopkins University; Baltimore (MD); On-site; USD 26,000 - 48,000; Full time

Job summary

The Johns Hopkins University invites applications for an Opera Department Coordinator at the Peabody Institute. This role manages day-to-day Opera department operations, coordinating rehearsals, performances, and auditions, and supervising casual staff and student workers.

It serves as liaison to Concert and Ensemble Operations, ensuring smooth event planning and execution. The position requires strong organization, communication, and problem-solving skills, with occasional evening/weekend hours.

Qualifications

• High school diploma or GED required.
• Two years of related experience preferred; substitutions allowed per JHU policy.

Responsibilities

• Plan, support, and organize daily activities of the office or program.
• Manage calendars, meetings, and related logistics.
• Prepare meeting materials and draft minutes; follow up on action items.
• Coordinate office services including payroll, purchasing, records, and office moves.

Skills

Calendar management

Office tools

Event coordination

Financial administration

Meeting coordination

Office procedures

Oral & written comms

Organizational skills

Report writing

Education

High School Diploma or GED

Tools

ArtsVision scheduling

Job description

We are seeking an Opera Department Coordinator who will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role require significant collaboration and coordination with others.

This role manages the day-to-day operations of the Opera department. They collaborate with the Opera Program staff, and Peabody administration, on the scheduling of rehearsals, performances, and auditions; and supervises casual staff and student workers. The position also serves as liaison to the Concert and Ensemble Operations departments to coordinate all details for performances and events.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate associated logistics.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for meetings. Record and draft meeting minutes, monitor and follow-up on action items.
• Coordinate and provide various general office services, e.g., payroll, purchasing, records control, office moves/renovations, repairs and maintenance.
• May serve as the liaison or contact with internal and external service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes and procedures (e.g., record keeping systems, forms control, office layout, workflow requirements).
• Develop and recommend administrative processes/procedures to assure efficiency in general office operations; interpret and communicate operating policies
• Develop and compile reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, etc.
• Perform non-routine and confidential administrative functions, as needed.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Coordinate preparation, set up and logistics for events/functions.
• Assist with basic financial tasks, e.g. expense reports, invoices, reimbursements.
• Other duties as assigned.

In addition to the duties described above

• Responsible for the organization, planning, and execution of the Peabody Opera events in coordination with faculty, guest artists, and technical staff.
• Maintain accurate rehearsal and performance schedules for Opera activities in ArtsVision along with publishing a weekly department rehearsal schedule.
• Serve as first point of contact for all visiting artists. Manage all aspects of artist inquires including auditioning, teaching, masterclasses, travel and housing.
• Organize and manage props and costumes for the Opera Department.

On Call Or Non-standard Work Hour Requirements

• The schedule is variable, depending on the needs of the department, to include evening and weekend work.

Minimum Qualifications

• High school diploma or graduation equivalent.
• Two years of related experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• An undergraduate degree in a music-related field is preferred, but equivalent experience will be considered.
• Experience as a stage manager for theatre, music, or dance.
• Intermediate knowledge of the workings of managing a stage production.

Technical Skills & Expected Level Of Proficiency

• Calendar Management - Intermediate
• Electronic Office Tools - Intermediate
• Event Coordination - Intermediate
• Financial Administration - Intermediate
• Meeting Coordination - Intermediate
• Office Procedures - Intermediate
• Oral and Written Communications - Intermediate
• Organizational Skills - Intermediate
• Report Writing - Intermediate

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

Classified Title: Administrative Coordinator

Job Posting Title (Working Title): Opera Department Coordinator (Peabody Opera Department)

Role/Level/Range: ATO 37.5/02/OE

Starting Salary Range: $18.65 - $34.75 HRLY ($53,500 targeted; Commensurate w/exp.)

Employee group: Full Time

Schedule: 37.5 hours per week

FLSA Status: Non-Exempt

Location: Peabody Institute

Department name: Ensemble Operations

Personnel area: Peabody