Clerk/Staff Assistant - Gateway to College

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 supervision of the Director of the Gateway to College Program, the Clerk provides essential services to support the program's mission. The Gateway to College at HCC program serves students between the ages of 16-20 who may have stepped away from traditional high school or would benefit from a more supportive, personalized learning environment. The Clerk is an essential member of the Gateway to College team, providing administrative, operational, and data management support that contributes directly to student success. This position coordinates multiple priorities, maintains confidential student records, supports recruitment and admissions, monitors program data, and helps ensure the efficient day-to-day operation of a fast-paced educational program serving students, families, school districts, and college partners.

Maintain accurate and confidential student records by entering, verifying, and updating enrollment, attendance, grades, referrals, assessments, and other student information across multiple databases. Ensure compliance with FERPA, institutional policies, and state reporting requirements.

Coordinate recruitment and admissions activities, including information sessions, school visits, community outreach events, and student re-engagement efforts. Serve as a welcoming point of contact for prospective students and families throughout the admissions process.

Create, maintain, and improve tracking systems using Microsoft Office and Google Workspace applications. Generate reports and organize data that support program planning, student success initiatives, and operational decision-making.

Monitor student attendance, grades, and academic progress to identify trends and students who may benefit from additional support. Communicate proactively with students and families regarding attendance expectations, academic standing, and program requirements, referring concerns to program staff as appropriate.

Coordinate administrative logistics for program events, including orientations, recruitment activities, workshops, and graduation. Prepare calendars, communications, promotional materials, and event resources to ensure successful program implementation.

Prepare purchase requisitions and coordinate the ordering, inventory, and distribution of instructional materials, office supplies, and program resources in accordance with college purchasing procedures.

Manage the inventory, distribution, and collection of student technology devices. Maintain accurate asset records, monitor equipment assignments, and communicate with students regarding device loans and returns.

Prepare routine reports for program leadership by compiling and organizing student and program data to support strategic planning, compliance reporting, and continuous program improvement.

Exercise sound judgment in organizing work priorities, maintaining multiple deadlines, and identifying opportunities to improve office procedures, workflows, and operational efficiency.

Perform other related duties as assigned in support of Gateway to College program operations and student success.

Required:

• An Associate's degree in a related field.
• Three to five years of experience in an office setting.
• Proficiency in keyboarding/word processing, database, spreadsheet software, and internet/email.
• Ability to work independently and as part of a team, manage multiple projects and assignments, exercise sound judgment, and maintain confidentiality.
• Strong student focus, with the ability to communicate effectively with students.
• Excellent oral, and written communication skills.
• Highly organized, detail-oriented, and a self-starter.
• A commitment to working in a diverse urban community college environment and holistically supporting youth in a busy office setting.

EQUIVALENCY STATEMENT: Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them for the responsibilities of this position.

Preferred:

• Bilingual/Multilingual (Spanish).
• Previous experience working in an educational setting.
• Experience with PowerSchool, Banner and/or Navigate 360.

Part-time, non-benefited position

Salary: $21.00/hour

Hours: 18.5 hours/week (morning hours)

Funding: Fully grant funded

All candidates must have legal authorization to work in the United States. HCC is not sponsoring H1B Visa.

Pre-Employment Background check, including Criminal History will be conducted for all positions.

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.

Working at Holyoke Community College

Since its founding in 1946, Holyoke Community College has focused on inspiring futures through education and training, access, and engagement. The goal is simple-exceptional preparation for personal and professional success through education for all learners.

HCC's highly-qualified, committed faculty and staff engage learners through innovative, relevant instruction and comprehensive student support services, ensuring that our students are well prepared for their next step in life-whether to transfer to a four-year institution, to advance in a career, to build skills, or simply to enhance their quality of life.

HCC faculty and staff support students in discovering their academic abilities and career aptitudes for the future they choose. We think they'll find that HCC provides the best start for attaining their goals, for one of the best dollar values in education today.

Enrollment

Located in Western Massachusetts' scenic Pioneer Valley, HCC draws students from more than 70 cities and towns throughout the region and from beyond. As a gateway to quality, accessible education and career advancement, more than 100,000 students have come through the doors seeking to realize their dreams and aspirations. HCC boasts the largest enrollment and awards the highest number of associate degrees and certificates among Western Massachusetts community colleges. At the college's 65th commencement in May 2012, a total of 1,000 students received approximately 1,026 associate degrees and certificates. Graduates ranged in age from 18-80, and came from 70 Massachusetts towns, as well as Connecticut, New Hampshire, Vermont, and from as far away as Florida, Michigan, Missouri and South Carolina. Our international grads included citizens of Israel, Malawi, Peru and South Korea.

Programs

HCC offers more than 100 associate degree and certificate options, as well as adult basic education/GED programs, education and training for business and industry, and noncredit community service personal and professional enrichment courses. To accommodate students' busy lives, HCC offers day, twilight, evening, weekend, and online classes. Academic programs, in a variety of disciplines, are designed for immediate career entry or for transfer to four-year institutions. Plus, for those seeking additional intellectual challenge in their coursework, HCC is known for its exceptional learning communities (team-taught interdisciplinary courses organized around a common theme) and its Commonwealth Honors program, among other programs and services.

Transfer

HCC has the highest transfer rate of any community college statewide, holding articulation agreements with more than 27 colleges and universities. Many students attend HCC with the intention of transferring to a four-year college or university. And many do so after graduating-often with generous and even full scholarships-to public and private four-year colleges and universities across the country. Locally, HCC is the largest feeder institution for Westfield State College and UMASS Amherst.

Immediate career entry

HCC offers short-term certificates and training for students whose goal is immediate career entry. HCC's Career Center provides additional assistance in helping students obtain employment in the region's many workplaces.

A vibrant community resource

Throughout the year, HCC is home to numerous recreational and cultural activities and events that are open to the community. View an art exhibit at the Taber Art Gallery, catch a live performance at the Leslie Phillips Theater, enjoy the college's annual Jazz Festival, or come watch one of HCC's competitive varsity athletic games. HCC has the largest disc golf course in Western Massachusetts, and it's free and open to the public.