Clerk III - TRIO Student Support Services (SSS) and TRIO STEM Health Science SSS Programs

Under the general supervision of the Director of the TRIO Programs, the Clerk III performs a variety of responsibilities including but not limited to: setting appointments for students, tutors, learning coaches, and staff; collecting/conducting intake information; word processing reports; statistical data reports; data entry; writing and distributing memos, emails, letters; filling; copying.

• Provide administrative support to TRIO SSS & TRIO STEM-Health Sciences staff. 
• Offer reception services to visitors and students of the TRIO programs. 
• Support TRIO Program Director in tracking and monitoring TRIO SSS & TRIO STEM-HS budget, maintaining department accounts, payroll, purchase orders. 
• Ensure adequate office and program supplies are available, creating purchase order requisitions, ordering supplies and processing documents such as invoices, payments, etc.
• Responsible for communication, including: phone, email, postal mail, and zoom contact to provide information to current and prospective students.
• Support staff on mandatory TRIO Program Day and Graduation Ceremony, registration of participants, preparation of materials, and pre and post assessment documentation.
• Generate payroll contracts and payment documentation for tutors, learning coaches, and Student Ambassadors.
• Assign, schedule and monitor learning coach, math and writing, STEM, Health Sciences tutor appointments with students.
• Monitor and maintain TRIO SSS and TRIO STEM-HS SSS student computerized tracking system (Blumen) of all active, graduated and transferred students, and program activities.
• Assist and support in collecting statistical information to be included in DOE Federal Annual Performance Reports for the TRIO SSS & TRIO STEM-HS SSS program. 
• Creates, maintains, updates, and distributes correspondences, reports, and other program documents using advanced word processing and spreadsheets for the TRIO SSS & TRIO STEM-HS SSS program.
• Arrange room reservations for program meetings, workshops, events, and project activities.
• Develop flyers, posters and handouts of information about the TRIO Programs.
• Assign work of part-time staff and work-study in office.
• Maintains confidential student files according to the US Department of Education and the college compliance with federal and program regulations and statistical data, handles sensitive student information; respects student privacy. 

EQUIVALENCY STATEMENT:  We welcome and encourage applicants, who do not meet the qualifications as stated below, 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. Applicants who do not meet the minimum qualifications and do not have an equivalency statement will not be considered for the position. 

REQUIRED: 

• High school credential and at least two years’ experience in an office environment, or equivalent part-time experience in office work or any equivalent combination of the required experience and substitutions. 
• Ability to provide professional customer service to inquiries from visitors over the phone, emails, and in person.
• Demonstrated verbal communication and writing skills.
• Demonstrated proficiency in the use of the internet, current versions of Windows and office management software applications.
• Ability to prioritize tasks, manage multiple assignments, organization, and work independently.
• Ability to work with a diverse faculty, staff, management and student body.

*A comprehensive list of duties may be found at the Massachusetts Human Resources Division- Classification Specification under the “Clerk Series” series.  https://www.mass.edu/forfacstaff/classificationspecs/home.asp

• Associate’s Degree. 
• Experience in an academic setting.
• Bilingual in Spanish.
• Experience with educational programs or federally funded grants.

Full-time, AFSCME unit position

Salary: $34,211/year (based on 30 hours/week), Grade 11; plus a comprehensive State benefits package.  

Hours:  30 hours/week

Funding Source: State

At Holyoke Community College, we embrace an inclusive environment where people are our

greatest asset. We are committed to pluralism, defined as people of diverse identities engaging

one another to coexist together in spaces that respect, relate, and cooperate among each other.  We recognize that our strength lies in our differences. In creating a culture where diverse perspectives, backgrounds, and experiences are valued, the learning and work life of both students and employees are enriched with creativity and innovation. We thrive when it is within our best interest and mission to break down systemic barriers and biases that impact members of the community. By embracing pluralism and addressing inequities, everyone can become active participants and feel valued, respected, and empowered to succeed.

- All candidates must have legal authorization to work in the United States. HCC is not sponsoring H1B Visa. 
- Pre-Employment Background check, including Criminal History will be conducted for all positions.