What are the responsibilities and job description for the Clerk IV - Admissions position at Holyoke Community College?
About Holyoke Community College:
Holyoke Community College is housed on a multi-million-dollar, 135-acre campus, equipped with state-of-the art technology in specialized learning facilities. HCC serves over 9,000 students annually, and provides a variety of recreational and cultural activities, from sports programs to music festivals, for students and community members alike. The college's strongest assets continue to be an innovative spirit, a sincere concern for students and a commitment to strive for even greater success. These are the values which have created a tradition of excellence spanning more than six decades, and which are enabling Holyoke Community College to meet today's challenges.
Mission: Educate. Inspire. Connect.
Values: Kindness, Inclusion, Trust, Innovation & Collaboration
Kindness, inclusion and trust are the foundation of the work that we do together. Innovation and collaboration enable us to explore and implement the ideas that will shape our future.
Under the direct supervision of the Associate Director of Admissions, Technology and Operations, this position processes general college applications, as well as serving as the primary internal Admission contact and administrative support for managing applications for all grant-funded programs, providing logistical support, data entry, customer service, and contributing to a culture of process improvement. This position also assists students, staff, and the general public on a variety of admissions-related matters, including answering questions about credit and non-credit programming, applying to HCC, scheduling appointments within the department and with campus partners, and answering the main Admissions phone line.
The following competencies are also required: the ability to work effectively in a diverse environment, critical thinking, relationship-building, organizational and problem-solving skills.
- Serves as front-desk staff to assist visitors and students in person, via phone, and e-mail, providing admission forms, quick information on credit and non-credit programs, other related enrollment service materials, and admission status information to prospective applicants.
- Ensures initial recruitment follow-up in English/Spanish (sends inquiry acknowledgements and “next steps” to prospective students) via electronic student information platforms, email, or phone with regard to the listed areas of responsibility.
- Oversees the end-to-end collection and processing of admissions program applications and supporting documentation, ensuring application activity stays up-to-date, preventing delays, and communicating progress and issues promptly to Admin Assistant II and related staff.
- Provides accurate data entry and assists with data cleanup according to college processes for prospective student information management and completes follow-up via CRM (Ellucian Recruit), Banner student information system (SIS), ImageSilo (Student Records), and Navigate360.
- Reviews application documentation for completeness, authenticity, and readiness for file review and acceptance into the college.
- Coordinates the collection and processing of grant-funded program (EEC Career Pathways, etc.) applications and supporting documentation – ensures timely and accurate communication with Directors and related program staff regarding status of applications.
- Serves as backup for the collection and processing of applications and supporting documentation for high school students taking classes at HCC (Gateway to College, MAHIE, Dual Enrollment, etc.) – ensures timely and accurate communication with Directors and related staff regarding the status of applications.
- Oversees the Admissions Operations email inbox to ensure accuracy, organization, and timely communication with operations staff regarding specialty documentation.
- Serves as a backup to downloading student-uploaded supplement documents to be processed.
- Supports Recruiters to manage and process applications for prospective students throughout the admissions workflow.
- Receives, processes, and distributes the Admissions office mail.
- Serves as administrative and proctor backup to the Assessment Center as needed.
- Assists Associate Directors and CRM Manager in identifying and implementing technology-based process improvement related to special program application processes.
- Engages collaboratively within the HCC community to advance student success and campus governance by serving on departmental, divisional, credit and non-credit program liaison, and campus-wide committees.
- Available to work some evenings and weekends as required.
- Performs other duties as assigned.
*A comprehensive list of duties may be found at the Massachusetts Human Resources Division- Classification Specification under the “Clerk Series” series. https://www.mass.edu/forfacstaff/classificationspecs/home.aspRequired Qualifications:
- Demonstrated commitment to diversity, equity, and inclusion and the ability to work effectively with all faculty, staff, and students;
- Three years of full-time or equivalent part-time experience in office work;
- Computer proficiency with: Google Workspace; Microsoft office programs, such as Word and Excel; customer relationship management (CRM) platforms;
- Ability to work in a fast-paced, high-volume office;
- Ability to work as part of the College’s frontline team, as well as working independently;
- Excellent communication, organizational, and writing skills.
Equivalency Statement:
We welcome and encourage applicants who do not meet the qualifications as stated above, to put in writing precisely how their background and experience have prepared them for the responsibilities of this position. It is preferred that this document be uploaded separately from the resume, cover letter, and references.Preferred Qualifications:
- Experience with administrative or clerical work in a college admissions setting;
- Banner and/or Ellucian Recruiter Information System and/or EAB Navigate360 experience;
- Familiarity with outreach and recruitment policies and procedures in a community college setting;
- Bilingual (English/Spanish);
- Associate’s degree or higher.
Full-time, AFSCME unit position
Bi-Weekly salary: $1,932.56 (Grade 13), plus a comprehensive State benefits package.Funding Source: State.
Additional Details:
Please Note: a skills assessment or presentation may be required as part of the interview process.
Disability Accommodations:
Holyoke Community College is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact the Office of People and Talent at (413) 552-2554.
Background Check:
- Employment is contingent upon the successful completion and review of a background check which will include CORI (Criminal Offender Record Information) and SORI (Sex Offender Registry Information).
- All candidates must have legal authorization to work in the United States. HCC is not sponsoring H1B Visa.
Holyoke Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College’s Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights.