Clerk IV - Admissions bei Holyoke Community College, MA

About the Department

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.

Position Duties

• 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.

Minimum Qualifications

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.
• *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

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.

Other Qualifications

Full-time, AFSCME unit position

Funding Source: State.