Tuned-In Coordinator, Operations Specialist

The Peabody Preparatory of The Johns Hopkins University seeks a Tuned-In Coordinator, Operations Specialist who will support the mission of Tuned-In by providing on-site operational and administrative support directly to Tuned-In students, families, faculty, contractors, and Preparatory staff. This role will work side-by-side with Tuned-In, Student Specialist to coordinate and facilitate the accomplishment of organizational goals, objectives, strategic and tactical initiatives, as well as ensuring the smooth and efficient operation of Tuned-In.

As a professional staff representative of Tuned-In, the candidate will be a detail-oriented team player who is committed to responsiveness and customer service dealing regularly with Tuned-In students and families.

The position is expected to maintain the highest degree of professionalism and trust on the telephone, in person, via electronic communication, and must be able to prioritize and multitask based on changing needs and situations. Inter- and intra-office communication and teamwork skills are critical.

Duties include coordinating and performing a broad range of administrative and operational duties in a complex environment for Tuned-In supporting rehearsals, concerts, special performances, and international tours.

The Organization

Founded in 1894, the Peabody Preparatory of the Johns Hopkins University is Baltimore’s premier community school and pre-professional academy for the performing arts. The Peabody Preparatory is part of the Peabody Institute, one of the nine divisions that comprises The Johns Hopkins University. The Preparatory has a distinguished faculty of 130 educators and serves approximately 2,500 students per week on four campuses. The Preparatory offers music and dance educational experiences ranging from early childhood classes for infants to life-long learners engaged through Peabody Plus. The dance department, dating from 1914, is one of the oldest continuously operating dance training centers in the United States.

An integral part of the Preparatory, Tuned-In provides young people from the Baltimore City, Baltimore County, and Anne Arundel County public school systems a free Peabody Preparatory education, designed to improve educational and career outcomes for socioeconomically disadvantaged students. Tuned-In seeks to create: 1) access to advanced musical training and the introductory study necessary to get there; 2) substantial performance opportunities, bolstering musical ability and self-confidence; and 3) access to national immersive programs for advanced study.

Tuned-In provides musically talented students from disadvantaged backgrounds with access to music education through skills in musicianship, leadership, and collaboration. The program also provides wraparound support services to ensure the students’ success, regardless of obstacles they may face elsewhere. Tuned-In students study piano, jazz, woodwinds, brass, strings, and percussion through a rigorous program of private lessons, ear training/music theory classes, master classes, repertoire classes, and guest lectures. Through Tuned-In, students receive extensive performance opportunities, including international workshops and festivals, and immersive study programs.

General Summary

Reporting to the Assistant Director of The Preparatory (with a dotted line to the Tuned-In Co-Directors) and working closely with the Tuned-In Coordinator, Student Specialist, the Tuned-In Coordinator, Operations Specialist will provide operational and strategic administrative support for the Peabody Preparatory’s flagship scholarship program, Tuned-In, including the Pathways, Misbin, and Miller student cohorts. The Tuned-In, Operations Specialist will work to ensure that Tuned-In adheres to Preparatory policies and procedures while creating an inclusive, flexible, and explorative environment for students and families. Although this position requires a significant amount of logistical and operational oversight, communications and relationship building with each of our families is of the utmost importance.

All Tuned-In programs aim to provide inclusive scholarship and resources for music instructional experiences and social support for talented and highly motivated students from Baltimore City and surrounding areas designed to improve educational and career outcomes for socioeconomically disadvantaged students.

Currently serving 125 students ranging in age from 6-18 years of age, the Tuned-In program offers full Peabody Preparatory scholarships supporting weekly private lessons, large ensemble experiences, chamber music coaching, theory instruction, summer learning opportunities, performances opportunities, master classes, concerts, attendance, and for more advanced level of students, opportunities to perform and travel. This role will oversee the learning experiences for all students and families in the Tuned-In program.

Specific Duties & Responsibilities

Onsite Operations and Logistics

• Provide operational support to Tuned-In faculty, parents, and students including on-site Saturday support.
• Maintain attendance records and data tracking for the Tuned-In program.
• Maintain Instrument/Supply Inventory and oversee instrumental purchases, replacements, and repairs.
• Recruit, train, and manage parent volunteers & tour chaperones ensuring all volunteers complete required JHU training and follow JHU policies and procedures for volunteering and working with minors.
• Manage orientations, and parent meetings.
• Work closely with Peabody’s Production Department and the Preparatory’s Education Coordinator, serve as the production coordinator for all Tuned-In special events, concerts, and recitals including communicating and coordinating all technical requirements for event setup and production, providing marketing with program information, and ensuring clear communications between Tuned-In, Production, Marketing, and Preparatory staff.
• Chaperone students to auditions, summer camps, and college visitations as needed.

Auditions

Tuned-In provides opportunities and support for students to audition at competitions, festivals, music camps, and eventually for college.

• Maintain calendar of all auditions (BSA, Interlochen, YOLA, Ravinia, BUTI, Brevard, etc.)
• Schedule recording sessions.
• Ensure all required audition materials are collected, including financial records and submitted promptly.
• Organize travel to live auditions, as needed.

Administration

• Work with Peabody’s Business office, overseeing all Tuned-In contracts related to rehearsal, concert, and special events.
• Work with Peabody’s Business office, overseeing all Tuned-In contracts for vendors and Independent Contractors.
• Manage all purchases related to Tuned-In including maintaining credit cards for Tuned-In.
• Work with marketing to ensure the website remains up to date and manage social media accounts.
• Maintain records for granting purposes including student data, accolades, financial reporting, testimonials, photo/video.
• Work with Peabody’s Donor and Alumni Relations Team, Tuned-In Directors, and Peabody Staff to support all donor related activities including on-site visits, applications, reporting, and stewardship.
• Oversee rosters and student data collection.
• Work with Peabody’s Business office to coordinate student registration utilizing ASAP, the Preparatory’s online registration system.
• Book all aspects of travel for Tuned-In Students and Staff including auditions, summer festivals, workshops, and conferences.
• Maintain Tuned-In purchase and travel credit cards.
• Finances:
  • Credit Card Allocation and purchases
  • Vendor Payments
  • Honorarium
  • Guest Artist
  • Facilitation of payment works for venders
• Work with the Preparatory’s Director’s office and HR on required background checks.
• Maintain and manage Tuned-In substitute instructor list.

Communications

• Serve as a primary point of contact for JHU offices IT, Business Office, Development, Cafeteria, Conservatory, and Marketing.
• Be responsible for global communication with families: create welcome letters, announcements, forms, reminders, operational/informational messages; utilize Slate.

Knowledge, Skills & Abilities

• Knowledge and experience with arts education (particularly music) and youth development
• A passion for helping students achieve their academic and professional goals and demonstrate an unyielding commitment to the success of the Tuned-In and its students.
• Experience working with students and families from underrepresented backgrounds.
• Training and professional development in trauma informed practices.
• Ability to communicate in multiple different platforms with a diverse population.
• Experience working with school-aged students and their parents.
• Superior written and oral communication skills.
• Skilled in Office365.
• Ability to work independently and within a team environment. Prioritize work effectively and within established deadlines and timeframes.
• Superior organizational, operational, financial, and project management skills.
• Superior time-management skills and ability to meet deadlines.
• Possesses extreme optimism and tenacity, especially in the face of challenging, high-pressure situations.
• Entrepreneurial and innovative spirit who thrives in a fast-paced and ever-changing work environment.
• Demonstrated and working knowledge of Microsoft Office 365
• Effective communication and interpersonal skills to support working with students, faculty, staff, vendors, donors, and guest performers as necessary to perform the job.
• Excellent attention to detail and strong organizational skills, including the ability to handle multiple tasks simultaneously and consistently meet deadlines.
• Ability to learn and work with new technologies and organizational tools.
• Background check required.

Position Schedule

• The schedule for this position is variable based upon seasonal needs
• Fall & Spring Semesters -Tuesday – Saturday, 10:00 am – 6:00 pm
• Summer: Monday – Friday, 9:00 am – 5:00 pm including in-person summer camp weeks
• Occasional weekend work to support concerts, special performances, additional rehearsals, and tours.

Minimum Qualifications

• Bachelor’s Degree.
• Two years related experience.
• Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.

Preferred Qualifications

• Experience in K-12 or community arts sectors.
• Experience in social justice sector.
• Familiarity with community music school online registration systems, learning management systems, and Slate.

Classified Title: Program Administrator
Job Posting Title (Working Title): Tuned-In Coordinator, Operations Specialist
Role/Level/Range: ATP/03/PB
Starting Salary Range: $45,700 – $80,000 Annually ($55,000 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: 37.5 hours per week
Exempt Status: Exempt
Location: Hybrid/Peabody Institute
Department name: ​​​​​​​The Preparatory
Personnel area: Peabody