Opera Department Coordinator (Peabody Opera Department)

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

Job summary

Johns Hopkins University seeks an Opera Department Coordinator to provide comprehensive administrative support for the Peabody Opera Department. The role oversees day-to-day office operations, collaborates with Opera Program staff and Peabody administration, and coordinates rehearsal, performance, and audition logistics.

Responsibilities include managing calendars, preparing materials, and supervising casual staff and student workers.

Qualifications

• High school diploma or graduation equivalent required.
• Two years of related experience required.
• Additional education may substitute for required experience.

Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Manage team or individual calendars, plan and schedule meetings, and coordinate logistics.
• Prepare meeting materials and provide staff support for meetings; record and draft minutes.
• Coordinate general office services including payroll, purchasing, records control, and office moves.
• Serve as liaison with internal and external service providers.
• Identify and resolve administrative problems.
• Analyze operating practices and procedures.
• Develop and recommend administrative processes to improve efficiency.
• Develop and compile reports; assist with presentations.
• Assist with planning events and conferences.
• Perform non-routine and confidential administrative tasks.
• Coordinate work assignments of students and temporary staff.
• Coordinate preparation, setup and logistics for events.

Skills

Calendar Management

Electronic Office Tools

Event Coordination

Financial Administration

Meeting Coordination

Office Procedures

Oral and Written Communications

Organizational Skills

Report Writing

Education

High school diploma or GED

Undergraduate degree preferred

Tools

ArtsVision

Job description

Johns Hopkins, founded in 1876, is America's first researchuniversity and home to nine world-class academic divisions workingtogether as one university.

We are seeking an Opera Department Coordinator who will provide administrative support and perform general officemanagement duties necessary for the efficient operation of an office, unit, or program. The responsibilities of this role requires 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 ordnance.
• 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

The successful candidate(s) for this position will be subject to a pre-employment background check.

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.

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