Staff Assistant - Office of Affirmative Action/Title IX
Holyoke Community College

Job Info

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Holyoke Community College is housed on a multi-million-dollar, 135-acre campus, equipped with state-of-the art technology in specialized learning facilities. HCC serves over 9,000 students annually, and provides a variety of recreational and cultural activities, from sports programs to music festivals, for students and community members alike. The college's strongest assets continue to be an innovative spirit, a sincere concern for students and a commitment to strive for even greater success. These are the values which have created a tradition of excellence spanning more than six decades, and which are enabling Holyoke Community College to meet today's challenges.

Holyoke Community College (HCC) provides comprehensive, high-quality educational opportunities that are responsive to community needs and meet the intellectual, aesthetic, and practical needs of a diverse student body. Since its inception 75 years ago, the college has excelled at serving transfer-oriented students and is today widely recognized for the quality of its liberal arts, fine and performing arts, and career transfer programs. HCC focuses on helping individuals get a job, get a better job or to do their job better through a variety of credit and noncredit workforce development skills training programs. This position reports to the Office of People, Culture and Equity (PCE), and provides confidential administrative support to the Affirmative Action Officer/Title IX Coordinator and the VP of PCE. This position also supports students, staff, and faculty in greeting and coordinating confidential appointments as needed.

Ensures a welcoming environment for diverse students, staff and community members through reception and office management.

Provides excellent customer service via phone, email and in person in a confidential manner.

Responsible for organizing and updating files.

Accurate data entry for Title IX electronic files into Maxient software.

Assists the office in the management of Title IX case histories and accurate reporting.

Serves as the initial point of contact, answers phone inquiries, and provides routine information concerning the office.

Maintains confidential files (paper and electronic).

Maintains schedule of intake interviews and scheduling of VP of PCE and Title IX appointments.

Prepares standardized forms such as requisitions, direct pay requests, etc. according to detailed procedures. Places orders and tracks spending of supply, travel and "other" lines in collaboration with the Officer.

Maintains and organizes inventory of needed supplies, books and technology and places orders of items (with approval of the Cost Center Director).

Skillfully uses Zoom, Microsoft Office and/or Google Suite, including Excel/Sheets and Microsoft mail merge to build and maintain a variety of tracking and reporting systems. Provides suggestions to improve systems and workflows.

Leads logistics for special events (i.e, workshops, trainings, Board of Trustees Equity Committee meetings and trainings etc.).

Prepares general office correspondence.

Performs special projects and other related responsibilities as initiated and requested.

REQUIRED:

• Associates degree in business or closely related field;
• Minimum of 3-5 years full time employment experience in office work;
• Computer proficiency with Microsoft Office programs, such as Word and Excel and other programs as needed;
• Ability to maintain a high level of confidentiality;
• Ability to work in a fast-paced, high-volume, confidential office;
• Excellent communication and organizational skills;
• Ability to plan, prioritize, and coordinate event logistics;
• Ability to establish rapport and maintain harmonious working relationships with persons from varied ethnic, cultural and/or economic backgrounds;
• 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 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.

PREFERRED QUALIFICATIONS:

• Knowledge of Higher Education;
• Knowledge of Maxient software and/or Banner software

Full-time, Non-Unit Professional position

Salary Range: $50,875.76 - $55,069.38/year plus a comprehensive State benefits packageHours: 37.5 hrs./weekFunding Source: State

- 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.

Holyoke Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.

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