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Clerical Assistant - Springfield Adult Learning Center ESOL Program (STCC Campus)

Employer: Holyoke Community College
Location: Holyoke, MA

Administrative Jobs: Institutional & Business Affairs, Clerical & Administrative Support, Technology, Analysts & Programming
Employment Type: Full Time
Institution Type: Community College

Job Details
Organization

Job Details

Reports to Assistant Director of ESOL. Provides data management, office support, reception, and business office support for Ludlow Area Adult Learning Center, Springfield Adult Learning Center, and/or ESOL Workforce Development programs.

Helps to ensure a welcoming, positive environment for diverse students, staff, and community members through reception and office management for a busy adult school context.

Enters student enrollment, attendance, assessment scores, outcomes, etc. into Department of Elementary & Secondary Education (DESE) LACES database. Collaborates with teachers and advisors to ensure accurate data collection.

Develops mechanisms for regular communication of student progress: attendance letters, assessment reports, etc. Generates reports on attendance and other outcomes for review by administrative and professional staff.

Runs reports in LACES database and stays current on policy changes related to data entry, intake, waitlist, class enrollment, attendance, and ESOL assessments.

Assists Director in management of HCC ESOL outcome data: creates and maintains spreadsheets that track progress towards program targets (enrollment, measurable skill gain, etc.). Revises and improves systems in response to database and policy changes.

Answers phone inquiries and provides routine information concerning program services. Refers to area programs for services not provided.

Maintains confidential student files (paper and electronic) related to attendance, enrollment, assessment scores, goals, certificates, outcomes, etc.

Maintains schedule of intake interviews and supports recruitment of new students.

Assists with marketing of classes through community calendars, brochures, flyers, etc.

Prepares standardized forms such as requistions, direct pay requests, etc. according to detailed procedures. Places orders and tracks spending of supply line: textbooks, non-instructional supplies, etc. Collaborates closely with Director and Grants Accountant to manage communication with vendors.

Supports distribution, tracking and collection of technology leant to students. This may include meeting students off-site to deliver or pick-up devices. (Mileage reimbursed)

Interfaces with college representative to register students into college data system (Banner and/or Datatel/Colleague). Proactively manages process to ensure student credentials are generated and COVID vaccine compliance is verified (as applicable to in-person classes).

Skillfully uses Microsoft Office and/or Google suite, including Excel/Sheets and Mail Merge, to build and maintain a variety of tracking and reporting systems. Improves systems and workflow.

Serves as liaison with maintenance staff. May open the site in the mornings.

Prepares general office correspondence.

Performs other duties as assigned.

Qualifications

REQUIRED: Associates degree with minimum of two years’ experience. Proficiency in Microsoft Suite, data entry/management, strong organizational skills, attention to detail, and customer service.

PREFERRED: Experience working a in a diverse setting; bilingual preferred (Spanish, Portuguese, Arabic, Turkish, Vietnamese, or Russian preferred); previous experience with LACES databases or Banner.

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.

Are you excited and interested in this role but don't meet every requirement? We encourage you to apply anyway! A LinkedIn Gender Insights study shows that women and people of color are less likely to apply to jobs unless they meet every qualification.

Holyoke Community College is dedicated to Equity, Diversity, Inclusion, and Belonging, so we

genuinely encourage you to apply even if your experience doesn't align perfectly with every

qualification in the job description.

Part-Time, Non-Benefited Position

Hours: 18.5 hrs/week (September - June). Likelihood of reduced hours in summer Monday through Thursday.

Funding Source: Grant

**Please Note:Candidates for employment should be aware that all Holyoke Community College students, faculty, and staff must be fully vaccinated by the start of your employment. Accordingly, initial employment is dependent upon receipt and verification of full vaccination status records; details of how to fulfill vaccine record verification requirements will be provided during the hire and onboarding process.

- 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.

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.

Organization

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.

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