(posted 10/15/26)
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. 
