Clerk IV - Admissions

Holyoke Community College•Holyoke, MA

14h•Onsite

About The Position

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 managing applications for all grant-funded programs, 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 answering questions about credit and non-credit programming, applying to HCC, scheduling appointments within the department and with campus partners, and answering the main Admissions phone line. The following competencies are also required: the ability to work effectively in a diverse environment, critical thinking, relationship-building, organizational and problem-solving skills. Serves as front-desk staff to assist visitors and students in person, via phone, and e-mail, providing admission forms, quick information on credit and non-credit programs, other related enrollment service materials, and admission status information to prospective applicants. 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. Oversees the end-to-end collection and processing of admissions program applications and supporting documentation, ensuring application activity stays up-to-date, preventing delays, and communicating progress and issues promptly to Admin Assistant II and related staff. Provides accurate data entry and assists with data cleanup according to college processes for prospective student information management and completes follow-up via CRM (Ellucian Recruit), Banner student information system (SIS), ImageSilo (Student Records), and Navigate360. Reviews application documentation for completeness, authenticity, and readiness for file review and acceptance into the college. Coordinates the collection and processing of grant-funded program (EEC Career Pathways, etc.) applications and supporting documentation – ensures timely and accurate communication with Directors and related program staff regarding status of applications. Serves as backup for the collection and processing of applications and supporting documentation for high school students taking classes at HCC (Gateway to College, MAHIE, Dual Enrollment, etc.) – ensures timely and accurate communication with Directors and related staff regarding the status of applications. Oversees the Admissions Operations email inbox to ensure accuracy, organization, and timely communication with operations staff regarding specialty documentation. Serves as a backup to downloading student-uploaded supplement documents to be processed. Supports Recruiters to manage and process applications for prospective students throughout the admissions workflow. Receives, processes, and distributes the Admissions office mail. Serves as administrative and proctor backup to the Assessment Center as needed. Assists Associate Directors and CRM Manager in identifying and implementing technology-based process improvement related to special program application processes. Engages collaboratively within the HCC community to advance student success and campus governance by serving on departmental, divisional, credit and non-credit program liaison, and campus-wide committees. Available to work some evenings and weekends as required. Performs other duties as assigned. 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

Requirements

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

Nice To Haves

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

Responsibilities

Processes general college applications.
Serves as the primary internal Admission contact and administrative support for managing applications for all grant-funded programs.
Provides logistical support, data entry, and customer service.
Contributes to a culture of process improvement.
Assists students, staff, and the general public on a variety of admissions-related matters.
Answers questions about credit and non-credit programming, applying to HCC, and scheduling appointments.
Answers the main Admissions phone line.
Serves as front-desk staff to assist visitors and students in person, via phone, and e-mail.
Ensures initial recruitment follow-up in English/Spanish.
Oversees the end-to-end collection and processing of admissions program applications and supporting documentation.
Provides accurate data entry and assists with data cleanup.
Reviews application documentation for completeness, authenticity, and readiness for file review and acceptance into the college.
Coordinates the collection and processing of grant-funded program applications and supporting documentation.
Serves as backup for the collection and processing of applications and supporting documentation for high school students taking classes at HCC.
Oversees the Admissions Operations email inbox.
Serves as a backup to downloading student-uploaded supplement documents to be processed.
Supports Recruiters to manage and process applications for prospective students.
Receives, processes, and distributes the Admissions office mail.
Serves as administrative and proctor backup to the Assessment Center as needed.
Assists Associate Directors and CRM Manager in identifying and implementing technology-based process improvement related to special program application processes.
Engages collaboratively within the HCC community to advance student success and campus governance by serving on departmental, divisional, credit and non-credit program liaison, and campus-wide committees.