Office Assistant - Career Services

Howard Community College; Baltimore (MD); On-site; USD 19,286 - 27,552; Part time

Job summary

Howard Community College is seeking an Office Assistant - Career Services to provide top-notch front desk service and administrative support. You will serve as the first contact for students, employers, faculty, staff, and visitors, ensuring a welcoming environment while aiding daily Career Services operations.

Responsibilities include handling inquiries, supporting communications and Handshake data entry, and assisting with job fairs, workshops, and office tasks.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Excellent customer service and professional demeanor.
• Strong verbal and written communication skills.
• Strong organizational, time-management, and attention-to-detail abilities.
• Ability to work independently and with teams; proficient in Microsoft Office.

Responsibilities

• Serve as primary point of contact at Career Services, greeting students, employers, faculty, staff and visitors.
• Answer, screen, and direct incoming calls and inquiries.
• Provide accurate information on Career Services programs, job fairs, and resources.
• Schedule appointments and assist with calendar management.
• Assist with Handshake data entry, records, and posting reviews.
• Support communications, event materials, and promotion for workshops and job fairs.

Skills

Customer service

Verbal and written communication

Organizational skills

Microsoft Office

Education

High school diploma or equivalent

Associate degree preferred

Tools

Handshake platform

Calendar management software

Job description

Position Information

Title: Office Assistant - Career Services

FLSA: Non-Exempt

Employment Type: Part Time

Hours per Week: 25

Work Schedule: Monday-Friday

Salary: $17 per hour

Summary

The Office Assistant provides high-quality customer service and administrative support for Career Services. This role serves as the first point of contact for students, employers, faculty, staff, and visitors, ensuring a welcoming and efficient office environment while supporting the daily operations of Career Services. In addition to front desk responsibilities, the Office Assistant assists Career Services staff with communications, Handshake data entry and record maintenance, job fair logistics, and general office operations.

Essential Role Responsibilities

Front Desk & Customer Service

• Serve as the primary point of contact for Career Services, greeting and assisting students, employers, faculty, staff, and visitors in a courteous and professional manner
• Answer, screen, and direct incoming phone calls and general inquiries
• Provide accurate information regarding Career Services programs, job fairs, recruiting activities, and resources
• Monitor office traffic, manage student check-in, and route inquiries to appropriate Career Services staff
• Monitor the Career Services general email inbox and route inquiries to appropriate Career Services staff

Administrative & Office Support

• Schedule appointments and meetings and assist with calendar management as needed
• Prepare, organize, copy, scan, file, and distribute office documents and materials
• Maintain office supplies and coordinate routine office operations
• Maintain Career Services marketing materials, resource displays, and informational handouts
• Support student outreach efforts by preparing communications, event materials, and promotional items for workshops and job fairs as needed
• Assist Career Services staff with appointment preparation, workshop attendance tracking, and employer visit logistics
• Maintain electronic and paper filing systems and departmental records in accordance with institutional policies

Career Services Systems & Data Support

• Assist with Handshake data entry, record maintenance, employer account maintenance, and employer/job posting review processes
• Assist the Director and Career Services staff with compiling data and preparing materials for reports

Job Fair & Event Support

• Provide administrative and logistical support for job fairs, employer information sessions, workshops, and other Career Services events
• Assist with employer communications and event logistics such as room reservations, supplies, check-in materials, signage, and printed resources
• Serve as on-site support during job fairs and events as needed
• Assist Career Services staff with ordering office supplies and job fair materials in accordance with departmental procedures

Experience Required

• High school diploma or equivalent (associate degree preferred)
• Strong customer service skills and professional demeanor
• Excellent verbal and written communication skills
• Strong organizational, time-management, and attention-to-detail skills
• Ability to work independently and collaboratively
• Proficiency with Microsoft Office applications including Word, Excel, and Outlook
• Ability to learn new technology systems and use standard office equipment

Minimum and Preferred Qualifications

• Experience in higher education, student services, or an administrative support role
• Experience using Handshake or similar platforms
• Experience supporting job fairs, events, or student programming
• Experience providing administrative support to leadership

EEO Statement

Howard Community College (HCC) is an Equal Employment Opportunity & affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.

HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.