Clerk IV - Social Sciences, Arts Humanities

Overview

About Holyoke Community College (HCC). The Clerk IV, reporting directly to the Dean of Social Sciences, Arts & Humanities, plays a pivotal role in providing administrative support to the Division’s administrative staff, Department Chairs, faculty, and students. This position contributes to the smooth functioning of the Division's daily operations. The ideal candidate will be organized, detail-oriented, and capable of handling a diverse range of administrative tasks.

• Works collaboratively as part of the SSA&H administrative team to facilitate communication within the Division and with other HCC work areas.
• Serve as the first point of contact for all interactions with the Division’s DON 370 office, responding courteously and knowledgeably to questions and requests; provide cordial and professional assistance and referrals as needed to current, past, and prospective students, staff, and faculty.
• Provide and update mailboxes, establish in-boxes for faculty in both Division offices; deliver forms; collect and distribute Division mail; maintain office and teaching supplies; assist faculty with use of office equipment; distribute keys for Division faculty; assist with faculty office assignments; and facilitate paperwork related to faculty attendance, including posting absences on classroom doors and submitting weekly attendance records.
• Schedule appointments for the Dean/Associate Dean (e.g., classroom observations, meetings with faculty and students, staff meetings, and committee meetings).
• Assist Associate Dean with adjunct staffing by sending availability forms and course offers; monitor responses to course offers.
• Collaborate with Department Chairs and Associate Dean to enter scheduling data for the Division’s yearly academic schedule; communicate with Student Records about each year’s academic schedule as needed.
• Collaborate with Department Chairs and Associate Dean to enter data for each semester’s full-time and part-time course assignments.
• Collect and file for the Dean all forms related to the Massachusetts Community College Contract (MCCC), including faculty workload forms, semester schedules, personal leave requests, E forms, syllabi, course materials checklists, and faculty schedule preference forms; notify faculty in advance of deadlines and follow up on late submissions.
• Participate in professional development as requested.
• Other duties as assigned.

• Minimum two years of full-time, or equivalent part-time, experience in office management/administration (or an Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for the required experience).
• Excellent oral and written communication skills.
• Flexibility in adapting to new administrative processes.
• Proficiency with basic word-processing and spreadsheet software.
• Strong interpersonal skills and ability to engage professionally with a diverse range of faculty, staff and students.
• Ability to multitask and manage multiple deadline-driven tasks.
• Strong organizational skills with attention to detail and accuracy.
• Associates degree in an area related to the Division’s academic disciplines.
• Appreciation of and interest in HCC’s student population and college mission.

We welcome and encourage applicants who do not meet the qualifications as stated above to describe how their background and experience prepare them for the responsibilities of this position. It is preferred that this document be uploaded separately from the resume, cover letter, and references.

• Experience with administrative or clerical work in a college admissions setting.
• Banner and/or Ellucian Recruiter Information System and/or EAB Navigate
  360 experience.
• Familiarity with outreach and recruitment policies and procedures in a community college setting.
• Bilingual (English/Spanish).
• Associate’s degree or higher.

Bi-Weekly salary: $1,894.66 (Grade 13), plus a comprehensive State benefits package.

37.5 hours per week. Funding Source:
State.

Please Note:

a skills assessment or presentation…