Part-Time Administrative Assistant - Business & Community Services

Holyoke-Community-College; Holyoke (MA); Sur place; USD 32 000 - 44 000; Temps partiel

Résumé du poste

Holyoke Community College is seeking a part-time Enrollment Services Assistant to support non-credit registration, payments and inquiries. You will process registrations, update Banner records, and assist with scheduling and reporting. The role requires strong communication, organization and the ability to work in a fast-paced office.

Hours: Up to 18.5 hours per week. Hourly rate: $27.59. No benefits. Prior experience with Banner and online learning preferred.

Qualifications

• Two years of related office experience or equivalent part-time work.
• Experience with online learning systems.
• Proficient in Microsoft Office (Word, Excel) and related programs.
• Ability to perform 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 community.

Responsabilités

• Coordinate and organize the registration process for non-credit offerings.
• Handle inquiries by phone, email and in person with strong customer service.
• Process payments and refunds for non-credit courses.
• Maintain faculty files, syllabi and course descriptions in Banner.
• Oversee registrations and communications for non-credit programs (VESi, ed2go, MindEdge).
• Update Banner with semester programming; assign course prefixes and CRNs.
• Balance and track Community Services payments in Banner; submit daily fiscal reports.
• Monitor enrollment and generate reports for leadership.
• Audit revenue and enrollment data in Crystal reports.
• Coordinate instructor dates, proofs and draft course bulletins.
• Maintain instructor database; generate contracts and purchase orders.
• Coordinate classroom space requests and oversee youth programming.
• Perform special projects as requested.

Description du poste

This position reports to the Executive Director of Community Education & Corporate Training and assists students, staff, faculty and the general public with a variety of non-credit, student enrollment services including, but not limited to, course registration, withdrawals, answering questions and providing course information over the telephone and on-line. Responsible for managing the payment processes of Community Services registration and refunds for cancelled classes.

1. Coordinates, plans and organizes the registration process for non-credit course offerings.
2. Responsible for fielding incoming calls regarding non-credit offerings and providing excellent customer service via phone, email and in person.
3. Works to implement procedures, safeguards, processes and deposits funds (non-credit course payments).
4. Responsible for organizing faculty files and ongoing updating of files including current syllabi and course descriptions in Banner system.
5. Oversees all Community Services non-credit VESi, ed2go and MindEdge registrations, communications, and handles all correspondence.
6. Updates Banner with new upcoming semester programming and assigns Community Services course prefix designations, and CRN numbers.
7. Backup to updating, balancing and tracking Community Services payments and refunds in Banner from both TouchNet and Coursestorm and submits daily fiscal reports to Bursar’s Office.
8. Monitors enrollment for all non-credit courses including providing reports to the Executive Director and others as necessary.
9. Audits Crystal reports detailing revenue, class enrollments, withdrawals and refunds for accuracy.
10. Contacts current instructors for future available dates for upcoming semester.
11. Proofreads drafts of the semester course bulletin.
12. Maintains database of non-credit instructor information. Generates faculty contracts, contract for services and purchase orders.
13. Responsible for Community Services classroom assignment requests for Kittredge Center and non-Kittredge Center facilities.
14. Coordinates and oversees Summer Youth programming and operations.
15. Performs special projects and related responsibilities as initiated and requested.

Minimum Qualifications:

• Minimum of 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.

We welcome and encourage applicants who do not meet the qualifications as stated above, to put in writing precisely how their background and experience have prepared them for the responsibilities of this position. It is preferred that this document be uploaded separately from the resume, cover letter, and references.

Preferred Qualifications:

• Knowledge of non-credit programs and the Community Education profession;
• Associate’s Degree;
• Knowledge of Banner;
• Bilingual (English/Spanish).

Part-Time Non-Benefitted Position:

Hours: Up to18.5 hours per week.

Hourly Rate: $27.59/hour.