Clerk IV - Social Sciences, Arts, & Humanities

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.

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 those interacting with the Division’s DON 370 office, to respond courteously and knowledgeably to questions and requests. Responds to inquiries from current, past, and prospective students, as well as from staff and faculty, by providing cordial and professional assistance and referrals as needed.
• Provides and updates mailboxes, establishing in-boxes for faculty in both Division offices; delivers forms, collects and distributes all Division mail; maintains all necessary office and teaching supplies for both Division offices; assists faculty with use of office equipment in DON Division office; distributes office and computer lab keys for all Division faculty; assists with faculty office assignments; and facilitates paperwork related to faculty attendance, including posting faculty absences on classroom doors and submitting weekly attendance records.
• Schedules appointments for the Dean/Associate Dean as requested, including classroom observations, meetings with faculty and students, staff meetings, and committee meetings.
• Assists Associate Dean with adjunct staffing by sending adjunct availability forms and course offers; monitors responses to course offers.
• In collaboration with Department Chairs and Associate Dean, enters scheduling data for the Division’s yearly academic schedule. Communicates with Student Records about each year’s academic schedule as needed.
• In collaboration with Department Chairs and Associate Dean, enters data for each semester’s full-time and part-time course assignments.
• Collects and files for the Dean all forms related to the MCCC contract, including faculty workload computation forms, faculty semester schedules, requests for personal leave, E forms, syllabi, course materials checklists, and faculty schedule preference forms. This duty includes notifying faculty in advance of when forms are due and following up as needed to collect late submissions.
• Participates in professional development as requested.
• Other duties as assigned.
  
  

Minimum Qualifications

• Minimum two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management (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 in cordial, respectful, and professional interactions with a diverse range of faculty, staff and students in order to facilitate Division business.
• Ability to multitask and prioritize so as to effectively manage multiple deadline-driven tasks.
• Strong organizational skills with strict attention to detail and accuracy.
• Associates degree in an area related to one or the Division’s academic disciplines.
• Appreciation of and interest in HCC’s student population and college mission.
  
  

*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.asp.

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

Hours: 37.5 hours per week.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.