Tuned-In Coordinator, Student Specialist

The Peabody Preparatory of The Johns Hopkins University seeks a Tuned-In Coordinator, Student Specialist who will support the mission of Tuned-In by providing on-site student support directly to Tuned-In students, families, faculty, contractors, and Preparatory staff. This role will work side-by-side with Tuned-In Operations 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 J ohns 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.

As 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 supports 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 Description

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, Operations Specialist the Tuned-In Coordinator, Student Specialist will provide programmatic student support and strategic administration for the Peabody Preparatory’s flagship scholarship program, Tuned-In, including the Pathways, Misbin, and Miller student cohorts.

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

• Maintain office hours for Tuned-In faculty, parents, and students including on-site Saturday support.
• Work closely with Peabody’s Production Department and the Preparator’s Education Coordinator plan and oversee all technical needs, materials, and equipment required for rehearsals and classes including,
  • Coordinate set-up and break-down for all rehearsal, class, and sectional spaces.
  • Oversee student safety; supervise students during rehearsals, classes, performances and on tours.
  • Take attendance for rehearsals and classes.
  • Work closely with Peabody’s security team to coordinate student drop-off and pick-up processes.
• Coordinate local transportation for students to and from Peabody (Uber, Lyft, JHU Shuttle)
• Coordinate parent volunteers as needed.

• Assist in planning and coordinating all trips, excursions, events, and performances. Attendance may be required, to provide additional support and supervision.

• Assist in facilitating off campus summer learning experiences such as Interlochen, Tanglewood, etc. including travel and program attendance. Work with students and families on preparing applications and audition materials

Administration

• Monitor student registrations in ASAP, the Preparatory’s online registration system; coordinate with Peabody staff to problem solve any registration issues and ensure all class rosters are accurate.
• Create and maintain detailed rosters for each ensemble tracking attendance, make-ups, and rehearsal changes along with graduations, promotions, waitlists, and drops.
• Maintain and regularly update database of student information, including rosters, email addresses, and family emergency information.
• Manage student absence requests and make-ups.
• Create student progress reports; maintain data spreadsheets and coordinate the distribution of reports.
• Working 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.

Communications

• Serve as a primary point of contact for families; respond to daily parent emails and work to foster a sense of community through positive interaction with families.
• Communicate with families to encourage compliance for registration, attendance, requested Tuned-In information forms and surveys.
• Manage Tuned-In data; send letters, announcements, forms, reminders, attendance notifications.

Auditions and Student Progress

• Meet with faculty, parents, and students to discuss appropriate opportunities for individual students and student progress.
• Communicate and coordinate with faculty on audition requirements and timeline.
• Coordinate with Tuned-In, Operations Specialist and Preparatory’s Education Coordinator on scheduling recording sessions.
• Coordinate with Peaboody’s Accompanist Coordinator on securing accompanists for recording sessions.
• Coordinate with Tuned-In, Operations Specialist to help students submit applications promptly.

Cultivation of Student Body

• Work with external and internal partners to recruit students for Tuned-In including:
  • Baltimore Musical Pathways
  • Misbin Ensmble
  • Tuned-In Academy
• Work with student’s school partners to assist with any academic issues that may arise and ensure that students are also maintaining their academic commitments.
• Provide additional support to high school juniors and seniors and their families with the college audition and application and material preparation process.
• Working with the Tuned-In Directors, create individual learning plans for each student, and communicate these plans to each individual student and their families. Track and maintain student database ensuring updated and

Special Knowledge, Skill & 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.
• Excellent interpersonal, problem solving and customer service skills, a strong attention to detail and accuracy, and an ability to multi-task in high-pressure situations.
• 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 and Spring Semesters
  • Tuesday, 12:00 pm -6:00 pm
• • Wednesday – Friday, 10:00 am -6:00 pm
• • Saturday, 8 am-6 pm
• Summer
  • Monday – Friday, 9:00 am – 5:30 pm including in-person summer camp weeks
• Occasional weekend work and travel to support concerts, special performances, additional rehearsals, auditions, 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, Student 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, variable schedule
Exempt Status: Exempt
Location: Hybrid/Peabody Institute
Department name: ​​​​​​​The Preparatory
Personnel area: Peabody