Part-Time Administrative Assistant - Business & Community Services

Holyoke Community College•Holyoke, MA

11d

About The Position

Holyoke Community College is hiring a part-time Administrative Assistant for Business & Community Services. Reporting to the Executive Director of Community Education & Corporate Training, this position assists students, staff, faculty, and the public with non-credit enrollment services, including course registration and withdrawals, and provides course information and customer service by phone, email, and in person. The role coordinates registration for non-credit courses and manages related payment and refund processes. It maintains course, instructor, and faculty records; updates Banner with semester programming and course details; handles registrations and correspondence for VESi, ed2go, and MindEdge; monitors enrollments; audits reports; and supports classroom assignments, contracts, purchase orders, and Summer Youth programming. The position also proofreads course bulletins, prepares fiscal reports, and completes special projects as requested. This is a non-benefitted position of up to 18.5 hours per week, paying $27.59 per hour. Employment is contingent on a successful background check, including CORI and SORI. Candidates must be legally authorized to work in the United States; HCC does not sponsor H1B visas.

Requirements

At least two years of related experience, or equivalent part-time experience in office work.
Experience with online learning.
Computer proficiency with Microsoft Office programs, such as Word and Excel, and other programs as needed.
Ability to work in a fast-paced, high-volume office.
Excellent communication and organizational skills.
Ability to plan, prioritize, and coordinate event logistics.
Ability to work effectively with a diverse faculty, staff, and student body.
Legal authorization to work in the United States.
Successful completion and review of a background check, including CORI and SORI.

Nice To Haves

Knowledge of non-credit programs and the Community Education profession.
Associate’s degree.
Knowledge of Banner.
Bilingual in English and Spanish.

Responsibilities

Assist students, staff, faculty, and the public with non-credit enrollment services, including registrations, withdrawals, and course information.
Provide customer service and respond to questions about non-credit offerings by phone, email, and in person.
Coordinate, plan, and organize registration for non-credit course offerings.
Manage payment processes for Community Services registrations and refunds for cancelled classes; implement safeguards and processes and deposit funds.
Organize and update faculty files, including current syllabi and course descriptions in Banner.
Oversee Community Services non-credit VESi, ed2go, and MindEdge registrations and communications, and handle related correspondence.
Update Banner with upcoming semester programming and assign Community Services course prefixes and CRN numbers.
Provide backup support for updating, balancing, and tracking payments and refunds in Banner from TouchNet and Coursestorm, and submit daily fiscal reports to the Bursar’s Office.
Monitor enrollment in non-credit courses and provide reports to the Executive Director and others as needed.
Audit Crystal reports on revenue, class enrollments, withdrawals, and refunds for accuracy.
Contact current instructors about availability for upcoming semesters.
Proofread drafts of the semester course bulletin.
Maintain a database of non-credit instructor information.
Generate faculty contracts, contracts for services, and purchase orders.
Coordinate Community Services classroom assignment requests for Kittredge Center and non-Kittredge Center facilities.
Coordinate and oversee Summer Youth programming and operations.
Perform special projects and related responsibilities as requested.