Administrative and Production Assistant

Johns Hopkins University - Baltimore, MD4.0

Full-time
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Classified Title: Academic Program Coordinator
Working Title: Administrative and Production Assistant
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $17.25 to $23.72 per hour
Employee group: Full Time
Schedule: Tue - Fri: 11 - 7, Sat 8:30 - 4:30; 37.5 hours per week
Exempt Status: Non-Exempt
Location: 07-MD:Peabody Institute
Department name: 10001004-Operations
Personnel area: Peabody

Position Summary

This position provides administrative and customer service support to the Peabody Preparatory’s highly successful and well-respected Dance program. The successful candidate will be an energetic advocate for the program and support the effective daily operations within the Preparatory Dance Department’s office, which includes supporting 15 faculty members, and over 335 students of all ages and their families.
HOURS: Tuesday-Friday, 11:00-7:00 pm & Saturday, 8:30-4:30 pm (37.5 hour work week)

Essential Duties and Responsibilities:
This position provides administrative and customer service support to the Peabody Preparatory Dance Department under the guidance of the Dance Department Chair, the Executive Director, and the business office.

Duties Include:
Administrative 1/3

Manages the front desk and all office functions in the Preparatory Dance Office ensuring excellent administrative and customer service for all.
Responds to all in-person, telephone, e-mail inquiries and provides general program information. Requires a thorough knowledge of the complex dance curriculum.
Assists Dance Department Chair with scheduling placement sessions for new students as appropriate.
Provides regular communication to current dance students regarding Dance Department programs, policies, events, rehearsals, and dance performances through a variety of communication mediums.
Maintains multiple databases, including current and past students, and costume inventory; prepares and coordinates all dance mailings.
Works with the Institute’s communications team to update and maintain the dance department website.
Works with the Institute’s communications team to create flyers, programs, catalog, etc. Must be able to format basic programs and flyers using Publisher software independently as needed.
Each semester, verifies and documents all dance attendance records.
Manages the Preparatory Dance Department procurement card. Works with the Dance Department Chair to ensure that first aid supplies and costume purchases are made in a timely fashion.
Payroll and ASAP Duties 1/3

Working closely with the Registrar’s Office, utilizing the Preparatory’ s online registration system (ASAP), works to confirm rosters and student registrations; works with the business office to ensure accurate account information. Works with the Dance Department Chair and Executive Director to manage wait lists and new sections of classes based on enrollment.
Under the supervision of the Dance Department Chair assists with class confirmations, payroll adjustments, submitting supplemental payments, and teacher substitutions.
Works with the Dance Department Chair on the management of the summer camps and programs; and works with HR and the office of the Executive Director regarding the hiring and payment of employees and independent contractors and vendors for summer programs.
Collects accompanists’ weekly timecards, ensuring accuracy, and submits for payment.
Works with the office of the Executive Director to contract and pay visiting teachers and performers.
Performs all other relevant work as assigned.
Production Assistant Duties: 1/3

Assists the Dance Department Chair on site as needed for performances, auditions, and master classes; serves as liaison with internal and external department’s organizations and vendors. There are two large (non-ticketed) dance events per year.
Manages Dance Department purchases for performances, events, auditions, and master classes in coordination with the Dance Department Chair and the business office.
Coordinates and manages all ticketed events in coordination with the Box Office and the business office. @ 3 ticketed events per year
Manages and coordinate all special events as assigned.

Internal & External Contacts

Interacts routinely with students, parents, faculty and staff.

Qualifications:
Education: High School Diploma/GED.
Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.

Related Work Experience:
At least three years of relevant office experience. Knowledge of dance or related performance art, to include performances, auditions, recitals, etc., is strongly preferred.

Required Skills:
Administrative experience, organized and able to multi-task, working knowledge of MS Word, Excel, and Outlook, experience in creating and maintaining databases, spreadsheets, tables and forms, ability to work in a busy environment, excellent interpersonal and customer service skills, and dependable.
Must be able to work occasional weekends and evenings for performances as necessary.

Preferred Skills:
Familiarity with the Preparatory and knowledge of dance is strongly preferred.
Knowledge of Publisher.

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.

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