Clerk IV - Admissions

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 high school students enrolled at Holyoke Community College, as well as 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 applying to HCC, scheduling appointments, and answering the main Admissions phone line.

The following competencies are also required : demonstrate the ability to work effectively in a diversified environment, critical thinking, relationship building, organizational and problem-solving skills.

Provides data entry and assists with data cleanup of prospective student information and completes follow-up via College data systems, including, but not limited to CRM (Ellucian Recruit), Banner student information system, internal tracking sheets, and EAB Navigate360.

Assists Associate Directors and CRM Manager in identifying and implementing technology-based process improvement related to special program application processes.

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.

Coordinates the collection and processing of special admission program applications and supporting documentation – ensures timely and accurate communication with Directors and related staff regarding status of applications.

Coordinates the collection and processing of high school students taking classes at HCC (Gateway to College, MAHIE, Dual Enrollment, etc.) applications and supporting documentation – ensures timely and accurate communication with Directors and related staff regarding status of applications.

Reviews application documentation for completeness, authenticity, and readiness for file review and acceptance into the college.

Processes attendance in student applications for admission events and information sessions.

Corresponds in English / Spanish with applicants to special-admission programs regarding requirements and completeness of the application process.

Manage and maintain the organization of Admissions’ file server documentation.

Manages inventory of supplies and giveaways for the Admissions office.

Manages outreach mailing lists such as the area school counselor list, community-based organizations, etc.

Serves as front-desk staff to assist visitors and students in person and via phone and e-mail, providing admission forms, quick information, and other related enrollment service materials and admission status information to prospective applicants.

Serves as backup to receiving, processing, and distributing the Admissions office mail.

Serve as a collaborative member of the HCC community in support of student success and campus governance by serving on departmental, divisional, and campus-wide committees

Serves as administrative backup to the Assessment Office as needed.

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.asp

Required 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 : $1,894.66 (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 :

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.