Support Specialist - Health & Sciences

Howard Community College; Baltimore (MD); On-site; USD 27,552 - 35,817; Part time

Job summary

Howard Community College is seeking a part-time Support Specialist for Health & Sciences to provide essential administrative support to the division, assist the Office Manager, Dean, and Associate Deans, and serve as a liaison with students, staff, faculty, and community members. The role includes front-office coverage, scheduling support, document management, onboarding assistance, and event coordination.

Strong communication, discretion, and proficiency with Office 365 and Adobe Acrobat Pro

Qualifications

• Associate's degree required; 1 year of administrative support experience preferred.
• Experience with Office 365 applications (Word, Excel, Outlook, Teams, OneDrive, etc.).
• Experience with Adobe Acrobat Pro.
• Strong written and verbal communication; ability to handle confidential information.
• Ability to operate standard office equipment and computer systems.
• Familiarity with Ellucian Colleague and Ad Astra scheduling is preferred.

Responsibilities

• Staff division front office coverage (phone, email, visitors).
• Communicate knowledgeably and professionally with diverse stakeholders.
• Respond promptly to inquiries; resolve issues per college policy.
• Assist with distribution of student materials and division/adjunct needs.
• Support scheduling, meetings, onboarding, and vendor coordination.
• Maintain electronic filing, division drives, and digital records.
• Draft, edit, and manage correspondence and reports.
• Notify class changes and send timely notifications to stakeholders.
• Maintain signage, inventory, and division supply areas.
• Assist with events, onboarding of new faculty, and access control.

Skills

Writing

Verbal communication

Interpersonal skills

Discretion/Confidentiality

Education

Associate's degree

Tools

Office 365

Adobe Acrobat Pro

Ellucian Colleague

Ad Astra scheduling

Job description

Position Title

Support Specialist - Health & Sciences

Position Details

• Non-Exempt
• Part Time
• Up to 25 hours per week
• Work Schedule: Monday-Friday
• Salary: $23 hourly

Summary

Responsible for coordinating and performing various advanced and detail-oriented processes, in addition to providing administrative and clerical support for the division, including all full-time and part-time faculty, and staff and divisional leadership. Provide direct support to the Office Manager, Dean, and Associate Deans of division. Able to maintain a positive and welcoming environment. Also, serves as a liaison between the instructional divisions and the campus community, including students, staff, faculty, community members, vendors, guest speakers, and more.

Essential Role Responsibilities

• Provides coverage of division office for division-specific phone line, email, etc.
• Communicates knowledgeably, responsively, and with cultural competence at all levels within college and community when answering office telephones or greeting visitors on behalf of the Dean and the Division.
• Responds to internal and external communications in a timely manner and resolves all in-person/phone/email inquiries, problems, and requests in relation to college policy and divisional processes and provides accurate information or direct inquiries to appropriate staff.
• Support distribution of student items (ex: course material/equipment loans and relevant department badges, etc.).
• Support division faculty with needed drop-offs (Test Center), as needed.
• Maintain electronic filing system and division drives, digitize files as needed.
• Draft, edit, review, word process, and manage correspondence, reports, and memos as required.
• Facilitate notification of daily class cancellations, signs, email notifications, etc.
• Posts needed signage on classrooms to notify students of class changes/last-minute cancellations or room changes; clears outdated divisional signage.
• Troubleshoots/arranges repair and replenishment of copy machines, printers, toners, and appliances as needed.
• Supports scheduling meetings, interviews, etc. for hiring or other divisional purposes.
• Maintains and restocks division supply storage areas, adjunct workspaces, mailboxes, and basic kitchen maintenance (multiple locations/buildings).
• Supports new divisional full-time faculty and staff onboarding (keys, swipe card access, supplies, mailbox creation, other admin processes, as needed).
• Assist staff and/or faculty with HCC procedures, processes, policies, office hardware, and more.
• Assists with lockouts, swipe card access for lactation rooms, conference rooms, and other specific divisional spaces.
• Assist with the collection of Full Time Faculty office hour schedules.
• Creates, maintains, and updates spreadsheets and organizational systems to collect and track divisional information.
• Monitors and responds to TeamDynamix requests (i.e. general student inquiries, lockers, substitute forms, purchase/travel reimbursements, etc).
• Support Office Manager with updating division website/portals/Canvas/Teams site with centralized procedure instructions, documents, and data tracking.
• Maintaining division contact directory and distribution lists.
• Process Ellucian Colleague data retrieval requests.
• Support Division supply distribution as needed and coordinates mail distribution and collection across different buildings.
• Assist with division-based events (i.e., catering, set-up, room requests, etc.).
• Monitor and respond to Division Office emails and voicemails, as needed.
• Other duties as assigned.

Minimum Education Required

Associate's degree

Experience Required

• Associate's degree and 1 year of experience in administrative support, or an equivalent combination of education and related experience.
• Experience in Office 365 applications (Word, Excel, Outlook, Teams, OneDrive, etc.).
• Experience in Adobe Acrobat Pro.
• Possess internet and digital literacy skills, including webpage applications and maintenance.
• Ability to operate a personal computer, electronic mail, multiline telephone system including voicemail, copier, Scantrons, fax machine, calculator, LaserJet and DeskJet printers and scanner.
• Ellucian Colleague experience and/or knowledge of Ad Astra room scheduling system preferred.
• Ability to maintain strict confidentiality and handle sensitive information with discretion.
• Excellent writing skills: the ability to draft and edit high-quality written materials and correspondence.
• Exceptional verbal communication skills: the ability to exercise high diplomacy, collaboration, and problem solving.
• Outstanding interpersonal skills: the ability to interact with diverse internal and external constituents diplomatically; ability to collaborate effectively.
• Perform other duties as assigned.

Physical Demand Summary

Busy office environment. Ability to meet constant deadlines and to use analytical and problem-solving skills in a diplomatic and professional manner. This position will be 20 hours per week. Division Office coverage needs may vary between hours of 7:30-5:30pm. Must be willing to adjust schedule to provide necessary office coverage. Pay will be $23 per hour.

Division

Teaching & Learning Services

Department

Health & Sciences

Applicant Instructions

Pre-employment criminal background investigation is a condition of employment.

HCC is interested in all qualified applicants who are eligible to work in the United States. However HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college's application in full).

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.