Music Department Administrative Assistant – NEW!

Hollins University, a private, liberal arts university in Roanoke, Virginia that is recognized as one of the oldest institutions of higher education for women in the United States, invites applications from qualified candidates for the position of Music Department Administrative Assistant.

About the Role

The Music Department Administrative Assistant is the primary support person for the department, faculty, staff, and students and reports to the Music Department faculty chair. This position manages the department’s daily operations, budget, and schedules; coordinates contracts and payments for adjunct faculty and visiting artists; and leads logistics for all department events, recitals, and concerts, including serving as head usher. Additionally, this role manages department social media, oversees instrument inventory and the Presser Hall music building, and supervises student employees. The administrative assistant works 37.5 hours/week during the academic year (42 weeks) and 15 hours/week during the summer (10 weeks) including specific evening and weekend hours for events during the academic year.

Specific responsibilities include the following:

Administrative Support

• Manage department e-mail, postal mail, phone, files, and office supplies
• Coordinate calendars and scheduling for music teaching spaces
• Maintain the teaching schedule for adjunct music faculty, including which room and day each instructor uses, and serve as a consistent point of contact for instructors
• Manage the department budget, including tracking purchases and expenses
• Prepare bill lists for private music lessons
• Draft contract letters for music adjunct faculty and contract artists and coordinate contracts with Academic Affairs and Human Resources
• Collect W-9 forms and coordinate payments for concert performers and guest artists
• Order sheet music and performance materials
• Coordinate guest artist, conference, and recruiting logistics
• Oversee the physical space of Presser Hall music building
• Train, supervise, and evaluate student employees, including work-study students

Public Relations, Marketing, and Events Management

• Manage all department events, recitals, performances, and concerts, including scheduling, publicity, creating posters (e.g., in Canva) and programs, and serving as the host
• Serve as concert logistics lead and head usher with responsibilities to open the venue, greet patrons, and hand out programs for department events and performances
• Coordinate event setup, including the annual holiday concert
• Coordinate with community partners, including the Valley Chamber Orchestra, on shared performances
• Maintain archival audio/video recordings and programs for all department events
• Develop and maintain department social media accounts
• Book flights, hotels, local transportation, and meals and prepare welcome packets for visiting artists
• Inform the American Society of Composers, Authors, and Publishers (ASCAP) and Broadcast Music, Inc. (BMI) of performances at the end of the academic year

Instrument Management

• Oversee the checkout and return of university keys, locks, instruments, and locker assignments
• Arrange instrument tunings, maintenance, and repairs, including loaner instruments, pianos, and organs
• Maintain an inventory of department instruments and equipment
• Submit work orders and coordinate with Facilities staff for instrument moves, including percussion equipment

Position Qualifications

Successful applicants will have the following qualifications and experience:

• High school diploma or equivalent
• Minimum of two years of relevant experience
• Proficiency with Microsoft Office and multifunction printers
• Excellent written and verbal communication, interpersonal, and customer service skills
• Excellent organizational, time management, multitasking, detail, and accuracy skills
• Abilities to work in a fast-paced environment with interruptions and fluctuating priorities and to meet deadlines
• Abilities to work independently, collaboratively, and without supervision at times
• Ability to work effectively with all university constituencies including students, faculty, staff, alumnae/i, and campus guests
• Abilities to manage confidential and sensitive information and maintain discretion
• Ability to lift and move up to 25 pounds and stand for extended periods during events
• Ability and willingness to work specific evening and weekend hours for events during the academic year

Preferred candidates will have the following:

• Two years of college
• Previous experience in an administrative support role in higher education
• Previous experience working in or managing a professional office setting
• Background in music and/or arts administration
• Experience with proofreading, copy editing, layout/design, social media, and design tools such as Canva or Adobe products
• Experience with budgets, purchasing, or contract processing
• Knowledge of and experience with Hollins University

Application Process

Qualified candidates should submit a cover letter and resume to hollinshr@hollins.edu. Candidates are encouraged to comment in their cover letter on how their contributions will further the university’s efforts to ensure the success and inclusion of all members of its community. Review of applications will begin immediately and will continue until the position is filled. Semi-final candidates will be asked to submit contact information for three references. The salary range for this position is $16.26-$18.31/hour, and the pay offered will be based on the selected candidate’s experience and qualifications.

About Hollins

Hollins University is dedicated to academic excellence, creativity, belonging, and preparing students for lives of purpose. Hollins provides an outstanding and academically rigorous undergraduate liberal arts education for women and entrepreneurial and innovative graduate programs for all in a gender-inclusive environment. The university promotes opportunities for research, education abroad, and leadership training, and offers real-world experience through global internships supported by an extensive alumnae/i network.

Hollins University is committed to providing equal opportunity in employment. No employee or applicant shall be discriminated against on the basis of sex; sexual orientation; race; color; national or ethnic origin; disability; genetic information; military or veteran status; marital status; age; political beliefs; religion; and/or pregnancy, childbirth, or related medical conditions; or any other category protected by applicable federal, state, or local laws.

Visit www.hollins.edu for more information.