Administrative Assistant I - Library

Salary: See Position Description
Location : Holyoke, MA
Job Type: Part-time, Benefited
Job Number: AFSCME-24-114
Division: Academic Affairs
Opening Date: 11/27/2023
Closing Date: 12/11/2023 4:11 PM Eastern
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.
Embark on a pivotal role as an Administrative Assistant at our vibrant library, directly supporting the Dean of Library Services. Joining forces with a dedicated team, offering comprehensive administrative support to staff and students. Your contributions will be the cornerstone of our daily efficiency and the driving force behind our long-term strategic goals. We're seeking an organizational wizard, someone with an eye for detail and a knack for effortlessly managing a diverse array of administrative tasks.
Are you excited and interested in this role but don't meet every requirement? We encourage you to apply anyway. A LinkedIn Gender Insights study shows that women and people of color are less likely to apply to jobs unless they meet every qualification.
Holyoke Community College is dedicated to Equity, Diverse, Inclusive, and Belonging, so we genuinely courage you to apply even if your experience doesn't align perfectly with every qualification in the job description.

1. Assist with general office duties, such as answering phones, managing emails, and maintaining files.
2. Process financial paperwork, including requisitions, travel requests, expense reports, contracts, etc.
3. Assist in monitoring and tracking library expenditures and budgets.
4. Maintain positive relationships with other departments including the Business Office, Facilities, Office Services, Aramark and others.
5. Participate in managing technology provider client portals.
6. Maintain usage data dashboard.
7. Schedule appointments and meetings for library staff.
8. Maintain the library's event and meeting calendar.
9. Manage room reservations.
10. Create and maintain work-study schedules.
11. Ensure that library events and meetings are properly communicated and organized.
12. Collaborate with library staff on special projects, events, and outreach initiatives.
13. Provide administrative support for library-sponsored programs and events.
14. Submit and track work orders.
15. Participate in mail pick up.
16. Order office supplies.
17. Provide service desk back-up coverage.
18. Other duties as assigned.

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:

• Minimum two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management (OR) An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
• Strong organizational skills with attention to detail and accuracy.
• Flexibility in adapting to new administrative processes.
• Proficiency with productivity software including spreadsheet; ability to learn a variety of current platforms, including, but not limited to, Banner, Docusign, Google Workspace and Zoom.
• Strong interpersonal skills and the ability to engage in cordial, respectful and professional interactions with a diverse faculty, staff and students.
• Ability to multi task and prioritize so as to effectively manage multiple deadline driven tasks.
• Excellent oral and written communication skills.
• Appreciation of and interest in HCC's student population and college mission.

*A comprehensive list of duties may be found at the Massachusetts Human Resources Division- Classification Specification under the "Administrative Assistant Higher Education Series."
PREFERRED:

• Associates Degree in related area.
  
• Bilingual (Spanish).

Part-time/Benefited, AFSCME unit position
Salary: $24.28/hour (Grade 15 - $25,247.30/year)
Funding Source: State
Hours: 20 hrs./week; plus a comprehensive State benefits package.
- 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.
01
Do you have a minimum of two years full-time related experience, or equivalent part-time experience in office administration/business management/business administration?

• Yes
• No

02
How would you rate your proficiency in Microsoft Google Suite?

• Beginner
• Intermediate
• Advanced
• None of the Above

03
Have you demonstrated strong organizational skills with attention to detail?

• Yes
• No

04
Do you have proficiency with productivity software including spreadsheets with the ability to learn a variety of current platforms, including, but not limited to, Banner, Docusign, Google Workspace and Zoom?

• Yes
• No

Required Question