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Clerical Assistant - Adult Learning Center & Transition to College & Careers

Holyoke Community College
Holyoke, MA, MA

Job Details

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.

We are seeking a dynamic and detail-oriented individual to fill the position of Clerical Assistant. This role will play a crucial part in supporting the Adult Learning Center (ALC) and Transition to College and Career (TCC) programs by overseeing data management processes and providing efficient office support.

Enters student enrollment, attendance, referrals, outcomes, etc. into Department of Elementary & Secondary Education (DESE) LACES database. Collaborates with teachers and advisors to ensure timely and accurate data collection.Initiates regular communication with students regarding their progress (e.g., attendance letters, assessment reports).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, career goals, outcomes, etc.Assists with marketing of classes through community calendars, brochures, flyers, etc.Prepares standardized forms such as purchase requisitions according to detailed procedures. Places orders for instructional and non-instructional supplies. Skillfully uses Microsoft Office and/or Google suite, including Excel/Sheets and Mail Merge, to maintain a variety of tracking and reporting systems. Improves systems and workflow.Assist with scheduling of MAPT testing for students 6 times during the year. Assists coordinator and advisor with distribution and collection of technology devices loaned to program students. Maintains records of asset tag numbers, due dates, and communications with students regarding device return.Assists director with planning annual College for a Day (CFAD) event (in-person or online or both). Performs other duties as assigned.

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

REQUIRED: High school diploma or equivalency with minimum of 2 years’ experience in an office setting. Proficiency in Microsoft Suite, data entry/management, strong organizational skills, attention to detail, and customer service. Holds a valid driver’s license and has reliable transportation.

PREFERRED: Experience working a in a diverse setting; bilingual preferred (Spanish, preferred); previous experience with LACES or SMARTT databases.

Part-time, non-benefited position

Salary: $21/hour

Hours: 14 hours/week

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.

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.


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.


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.


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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