Administrative Assistant I - English for Speakers of Other Languages Program

Under the general supervision of the Director of English for Speakers of Other Languages (ESOL), the Administrative Assistant I provides data management and analysis, process improvement, operational support and reception for HCC’s ESOL programs. HCC serves 700+ adult English learners annually in programs that meet in person and online. As a welcoming, organized, and analytical team member who works with diverse students and teams, the Administrative Assistant anchors operations to support the provision of high-quality services and manage and analyze data for compliance with funder policies, program objectives and continuous improvement. This position supports ESOL programs located in Holyoke (campus and downtown), Springfield, and other locations. Work will be performed in person and primarily from Springfield (STCC campus).

Reception, Enrollment & Registration:

• Ensures a welcoming, positive environment for diverse students, staff, and community members through reception and office management for busy adult school contexts.
• Answers inquiries and provides routine information concerning program services. Refers to area programs for services not provided.
• Develops systems and supports completion of varied student paperwork and required forms. Maintains confidential student files related to attendance, enrollment, assessment scores, goals, certificates, outcomes, etc.
• Collaborates with College and partner staff to complete registration process. Proactively manages process to ensure student credentials are created.

Data Management & Process Improvement:

• Uses data management tools including the Department of Elementary & Secondary Education (DESE) LACES database, Monday.com or other project management tools, and other college systems. Runs reports in LACES database and stays current on policy changes related to data entry, intake, waitlist, class enrollment, attendance, and ESOL assessments. Uses that knowledge to improve systems in collaboration with colleagues. Provides quality control for data and processes within the programs. Trains staff on use of program tools and reporting structures.
• Enters class plans, student enrollment, attendance, assessment scores, outcomes, etc. on LACES database. Collaborates with teachers and advisors to ensure accurate data collection.
• Prepares reports concerning program activities and student outcomes for program, Division, and funders.
• Develops mechanisms for regular communication of student progress: attendance letters, assessment reports, etc. Generates reports on attendance and other outcomes for review by administrative and professional staff.
• Assists Director/Assistant Director in management of HCC ESOL outcome data: creates and maintains spreadsheets that track progress towards program targets (enrollment, measurable skill gain, etc.). Revises and improves systems in response to database and policy changes.
• Reviews and analyzes data concerning assigned program activities in order to improve work methods, determine progress, revise established procedures and/or to provide information to superiors.
• Skillfully uses Microsoft Office and/or Google suite, including Excel/Sheets and Mail Merge, to build and
• maintain a variety of tracking and reporting systems. Improves systems and workflow.

Operational Support & Other Responsibilities:

• Oversees, and coordinates the activities of clerical team (part-time clerical assistants, Clerks, etc.) to ensure high-quality, consistent processes and procedures.
• 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: textbooks, non-instructional supplies, etc. Collaborates closely with Director, Assistant Director and Grants Accountant to manage communication with vendors.
• Supports distribution, tracking and collection of technology lent to students.
• Maintains and organizes inventory of needed supplies, books, and technology, and places orders (for approval from Cost Center director).
• Collaborates on production of outreach materials and program projects, including coordinating annual student magazines, Success Posters, etc.
• Supports logistics for special events (year-end celebrations, graduations, orientations, intake sessions, social events, field trips, etc).
• Prepares general office correspondence and student certificates.
• Supports proctoring of standardized assessments (eg TABE CLAS-E) as needed, during established working hours.
• Performs other duties as assigned.

Minimum Qualifications:

• Minimum of two plus years related experience or equivalent part-time experience in office work or substitutions for experience as described in State Classification Specifications;
• Computer proficiency with Microsoft Office programs, such as Word and Excel and other programs as needed;
• Attention to detail;
• Excellent communication, organizational and customer service skills;
• 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:

• Associate's degree or higher in related field;
• Experience working in a diverse setting;
• Bilingual skills and intercultural competence strongly preferred (Spanish, Portuguese, Arabic, Turkish, Vietnamese, Dari, Pashto, Ukrainian, or Russian);
• Previous experience with LACES database, Monday.com or similar project management software, and/or Banner.

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

Full-Time AFSCME unit position

Bi-Weekly salary: $2,028.38. Grade 15, plus a comprehensive State benefits package.

Funding Source: Grant

Hours: 37.5 hours/week