Part-Time Administrative Assistant - Business & Community Services

Holyoke Community College; Holyoke (MA); On-site; USD 32,000 - 44,000; Part time

Job summary

Holyoke Community College in Holyoke, MA seeks a Part-Time Non-Benefitted Enrollment Services Specialist to assist students, staff, and the public with non-credit course registrations and inquiries. The role handles payments, refunds, and Banner updates, serving as a key point of contact across multiple channels.

The position requires strong organizational and communication skills, experience with online learning, and the ability to work in a fast-paced environment.

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.

Responsibilities

• Coordinates, plans and organizes the registration process for non-credit course offerings.
• Field incoming calls regarding non-credit offerings and provide excellent customer service via phone, email and in person.
• Implement procedures, safeguards, processes and deposits funds (non-credit course payments).
• Organize faculty files and ongoing updating of files including current syllabi and course descriptions in Banner system.
• Oversee all Community Services non-credit registrations and communications; handle all correspondence.
• Update Banner with upcoming semester programming and assign course prefix designations and CRN numbers.
• Backup to updating, balancing and tracking Community Services payments and refunds in Banner; submit daily fiscal reports to Bursar’s Office.
• Monitor enrollment for all non-credit courses and provide reports to the Executive Director.
• Audit Crystal reports detailing revenue, class enrollments, withdrawals and refunds for accuracy.
• Contact instructors for future available dates for upcoming semester.
• Proofread drafts of the semester course bulletin.
• Maintain database of non-credit instructor information; generate contracts and purchase orders.
• Coordinate classroom assignment requests for Kittredge Center and other facilities.
• Coordinate and oversee Summer Youth programming and operations.
• Perform special projects and related responsibilities as requested.

Skills

Office experience

Online learning experience

MS Office

Communication skills

Organization skills

Event coordination

Diversity & teamwork

Education

Associate’s Degree

Tools

Banner

Job description

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.

Equivalency Statement:

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.