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