Clerk/Staff Assistant - Gateway to College

About the role

Holyoke Community College is housed on a multi-million-dollar, 135-acre campus equipped with state-of-the-art technology in specialized learning facilities. It serves over 9,000 students annually and offers a variety of recreational and cultural activities for students and community members.

The college's core values—kindness, inclusion, trust, innovation, and collaboration—are foundational to its mission of educating, inspiring, and connecting students. These values have enabled the college to maintain a tradition of excellence since its founding over six decades ago.

Responsibilities

• 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.
• Cook up 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.
• Cook up 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.

Requirements

• 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.
• A strong student focus, with the ability to communicate effectively with students.
• Excellent oral and written communication skills.
• A highly organized, detail-oriented, and self-starter.
• A commitment to working in a diverse urban community college environment and holistically supporting youth in a busy office setting.

Preferred

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

Pay

$21.00/hour

Schedule

Part-time, non-benefited position