Clerk/Staff Assistant - Gateway to College

Holyoke-Community-College; Holyoke (MA); On-site; USD 25,000 - 33,000; Part time

Job summary

Holyoke Community College, serving the Gateway to College program for students ages 16-20, seeks a Clerk to provide essential administrative, operational, and data management support. The role coordinates admissions, maintains confidential records, and assists with program planning for a fast-paced educational environment.

The Clerk will monitor attendance and progress, assist with recruitment events, and manage office logistics, inventories, and reporting to ensure smooth day-to-day operations

Qualifications

• Associate’s degree in a related field.
• Three to five years of office experience.
• Proficiency with keyboarding/word processing, databases, spreadsheets, and internet/email.
• Ability to work independently and in a team, manage multiple projects, and maintain confidentiality.
• Strong student focus with effective communication to students.
• Excellent oral and written communication skills.
• Highly organized, detail-oriented, and proactive.

Responsibilities

• Maintain confidential student records by entering, verifying, and updating enrollment, attendance, grades, and referrals across multiple databases.
• Coordinate recruitment and admissions activities, including information sessions, school visits, and outreach events.
• Create and maintain tracking systems using Office and Google Workspace; generate reports for planning and decision-making.
• Monitor attendance and academic progress; communicate with students and families about requirements.
• Coordinate administrative logistics for program events (orientations, workshops, graduations).
• Prepare purchase requisitions and manage inventory of instructional materials and office supplies in line with purchasing procedures.
• Oversee inventory and device loans; maintain asset records and communicate with students about loans/returns.
• Prepare routine reports for leadership to support planning, compliance, and program improvement.
• Organize work priorities and deadlines; identify opportunities to improve procedures and workflows.

Skills

Verbal communication

Written communication

Attention to detail

Team collaboration

Education

Associate's degree in a related field

Tools

PowerSchool

Banner

Navigate 360

Job description

Under the supervision of the Director of the Gateway to College Program, the Clerk provides essential services to support the program's mission. The Gateway to College at HCC program serves students between the ages of 16-20 who may have stepped away from traditional high school or would benefit from a more supportive, personalized learning environment.

The Clerk is an essential member of the Gateway to College team, providing administrative, operational, and data management support that contributes directly to student success. This position coordinates multiple priorities, maintains confidential student records, supports recruitment and admissions, monitors program data, and helps ensure the efficient day-to-day operation of a fast-paced educational program serving students, families, school districts, and college partners.

1. 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.

2. Coordinate 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.

3. 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.

4. 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.

5. Coordinate 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.

6. Prepare purchase requisitions and coordinate the ordering, inventory, and distribution of instructional materials, office supplies, and program resources in accordance with college purchasing procedures.

7. 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.

8. Prepare routine reports for program leadership by compiling and organizing student and program data to support strategic planning, compliance reporting, and continuous program improvement.

9. Exercise sound judgment in organizing work priorities, maintaining multiple deadlines, and identifying opportunities to improve office procedures, workflows, and operational efficiency.

10. Perform other related duties as assigned in support of Gateway to College program operations and student success.

Required:

• 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.

• Strong student focus, with the ability to communicate effectively with students.

• Excellent oral, and written communication skills.

• Highly organized, detail-oriented, and a self-starter.

• A commitment to working in a diverse urban community college environment and holistically supporting youth in a busy office setting.

EQUIVALENCY STATEMENT:

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

Preferred:

• Bilingual/Multilingual (Spanish).

• Previous experience working in an educational setting.

• Experience with PowerSchool, Banner and/or Navigate 360.

Part-time, non-benefited position

Salary:$21.00/hour

Hours:18.5 hours/week (morning hours)

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.