Parent Scholars Operations Specialist

Howard Community College; Baltimore (MD); On-site; USD 41,328 - 55,104; Part time

Job summary

Howard Community College invites applications for a Part Time Operations Specialist in the Parent Scholars Program. This role provides high‑level administrative, operational, and system support as the program’s backbone, ensuring scheduling, data tracking, communications, and internal systems run smoothly.

The position supports the Associate Director by documenting procedures, building SOPs, and creating templates to improve efficiency, equity, and sustainability in a structured work

Qualifications

• Bachelor’s degree required or equivalent.
• 3–5 years in administrative, operations, or program support roles.
• High proficiency with Microsoft Office tools (Outlook, Excel, Word, Teams, SharePoint).

Responsibilities

• Provide direct administrative support to the Associate Director, including calendar coordination, meeting prep, follow‑up, and task tracking.
• Manage scheduling for student appointments, orientations, staff meetings, and program events.
• Draft, format, and manage correspondence, documents, and reports.
• Maintain organized digital and physical filing systems in alignment with institutional standards.
• Design, document, and maintain SOPs for core program functions such as intake, eligibility review, communications, and reporting.
• Build and manage operational workflows using Microsoft Forms, SharePoint, Excel, Outlook, Teams.
• Identify inefficiencies and recommend improvements to administrative and operational processes.
• Create templates, checklists, and tracking systems to increase consistency and reduce ad‑hoc work.
• Maintain accurate tracking of student applications, eligibility documentation, participation, and outcomes.
• Support data collection and reporting needs for internal assessment, grants, and compliance.
• Run routine reports and assist with annual or special reporting projects.
• Ensure data integrity and confidentiality per FERPA and institutional policies.
• Serve as a primary administrative point of contact for students, staff, and campus partners.
• Manage shared inboxes, respond to routine inquiries, and route requests appropriately.
• Coordinate with internal departments (Financial Aid, Advising, Registration) to support student process flow.
• Prepare clear internal communications and student‑facing materials related to timelines, procedures, and expectations.
• Support compliance with grant requirements and institutional policies.
• Maintain documentation for audits, reviews, or reporting cycles.
• Ensure processes align with equity‑centered practices while meeting administrative requirements.

Skills

Admin experience

Data management

Microsoft Office

Education

Bachelor’s degree

Tools

Microsoft Forms

SharePoint

Excel

Outlook

Teams

Job description

Parent Scholars Operations Specialist

Position Type: Part Time (up to 25 hours per week)

Salary: $35 per hour

Location: Howard Community College, Washington DC (only employees living in states contiguous to Maryland are eligible for work at HCC).

Position Overview

The Operations Specialist, Parent Scholars Program provides high‑level administrative, operational, and systems support for the Parent Scholars Program. This role functions as the program's primary operations backbone—ensuring that administrative processes, data tracking, scheduling, communications, and internal systems run smoothly and consistently.

Working closely with the Associate Director, the Operations Specialist sets up, documents, and maintains procedures that support program efficiency, compliance, and sustainability. This position is ideal for a highly organized professional who thrives in structured work, enjoys building systems from the ground up, and brings order to complex, people‑centered programs.

Responsibilities

Administrative & Executive Support

• Provide direct administrative support to the Associate Director, including calendar coordination, meeting preparation, follow‑up, and task tracking.
• Manage scheduling for student appointments, orientations, staff meetings, and program events.
• Draft, format, and manage correspondence, internal documents, and reports.
• Maintain organized digital and physical filing systems in alignment with institutional standards.

Program Operations & Systems Development

• Design, document, and maintain standard operating procedures (SOPs) for core program functions such as intake, eligibility review, communications, and reporting.
• Build and manage operational workflows using institutional tools (e.g., Microsoft Forms, SharePoint, Excel, Outlook, Teams).
• Identify inefficiencies and recommend improvements to administrative and operational processes.
• Create templates, checklists, and tracking systems to increase consistency and reduce reliance on ad‑hoc processes.

Data, Tracking & Reporting

• Maintain accurate tracking of student applications, eligibility documentation, participation, and outcomes.
• Support data collection and reporting needs for internal assessment, grants, and compliance.
• Run routine reports and assist with annual or special reporting projects (e.g., program impact summaries).
• Ensure data integrity and confidentiality in accordance with FERPA and institutional policies.

Communication & Coordination

• Serve as a primary administrative point of contact for students, staff, and campus partners.
• Manage shared inboxes, respond to routine inquiries, and route requests appropriately.
• Coordinate with internal departments (e.g., Financial Aid, Advising, Registration) to support student process flow.
• Prepare clear internal communications and student‑facing materials related to timelines, procedures, and expectations.

Compliance & Documentation

• Support compliance with grant requirements, institutional policies, and program guidelines.
• Maintain documentation needed for audits, reviews, or reporting cycles.
• Ensure processes align with equity‑centered and student‑friendly practices while meeting administrative requirements.

Qualifications

• Minimum Education: Bachelor’s degree.
• Experience: 3–5 years in administrative, operations, or program support roles; demonstrated experience creating or maintaining systems, workflows, or procedures; high proficiency with Microsoft Office tools (Outlook, Excel, Word, Teams, SharePoint).
• Preferred Qualifications:
  • Experience working in advising, retention or counseling within a college setting; community college experience preferred.
  • Knowledge of Ellucian suite of SRM applications including Colleague and Planning.
  • Experience working with diverse populations.
  • Excellent computer skills.

EEO Statement

Howard Community College is an Equal Employment Opportunity & Affinity Action employer and 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.