Administrative Assistant I

Salary: $2,028.38 Biweekly
Location : Holyoke, MA
Job Type: Full-time
Job Number: AFSCME-25-198
Division: Student Affairs
Department: Athletics
Opening Date: 05/08/2025
Closing Date: 5/22/:59 PM Eastern

About Holyoke Community College:

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.

Mission: Educate. Inspire. Connect.

Values: Kindness, Inclusion, Trust, Innovation & Collaboration

Kindness, inclusion and trust are the foundation of the work that we do together. Innovation and collaboration enable us to explore and implement the ideas that will shape our future.

Serves as the Administrative Assistant for the Bartley Center (BC) and the Director of Athletics and Recreation.

• Provides administrative and office management support to the athletic director, coaches, and other staff members.
• In consultation with the Director of Athletics & Recreation, creates, maintains and disseminates the comprehensive schedule of athletics & recreation building events including a daily depiction of internal and external events / rentals, athletic events, open gym, fitness classes, and van usage.
• Develops and distributes athlete recruitment fliers and digital announcements.
• Assists with the set up, take down, and facilitation of Bartley Center events.
• Responsible for creating contracts, purchase orders, travel requests, and other logistics needed for team travel and BC facility use.
• Tracks budget expenditures; establishes and maintains a filing system for encumbrances, purchase orders, invoices, receipts, and reimbursements in accordance with the HCC administrative policies and procedures.
• Approves reservations of the Bartley Center space through the CourseDog reservation system, coordinates campus van usage through the CourseDog reservation system, documents driver compliance with the van driver training program.
• Establishes modern methods of tracking and reporting on Bartley Center memberships and gym usage, disaggregating data as required. Reviews and analyzes membership and gym usage data in order to improve work methods, determine progress, and revise established procedures and/or to provide information to supervisors. Notifies all members when it is time to renew their membership.
• Prepares monthly reports on BC memberships, BC utilization, and BC space reservations, including all revenue generated through memberships and reservations. Reports monthly on van usage, van condition, and van driver training. Maintains records in accordance with the College's records retention policy. Files UBIT report with the office of Administration & Finance on an annual basis.
• Accepts and maintains student athlete physical forms for NJCAA Compliance in accordance with the College's records retention policy. Composes letters for BC member insurance company inquiries. Maintains driver license records for insurance purposes.
• Supervises department work study student(s). Supervises the BC front desk staff in the absence of the Director of Athletics and Recreation.
• Collects, secures, records and deposits membership fees. Balances and verifies cash receipts and event payments. Alerts supervisor when issues arise. Reconciles end of month cash reports.
• Maintains the BC supplies and equipment inventory, arranges for maintenance and repair of all equipment in consultation with the Director of Athletics & Recreation.
• Performs other related duties as assigned.

REQUIRED:

• Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

• Computer proficiency with Microsoft Office programs, such as Word and Excel and other programs as needed;
• Ability to work in a fast-paced, high-volume office;
• Excellent communication and organizational skills;
• Ability to plan, prioritize, and coordinate event logistics;
• Ability to work effectively with a diverse faculty, staff and student body.

A comprehensive list of duties may be found at the Massachusetts Human Resources Division- Classification Specification under the "Administrative Assistant" series.

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:

• Associate's degree in related field.
• Experience with Banner SIS or related student information system.
• Experience working in higher education setting.

Full-Time-Benefitted AFSCME

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

Funding Source: State
Hours: 37.5 hours/week
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.
Disability Accommodations:

Holyoke Community College is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact the Office of People and Talent at .

Background Check:

• Employment is contingent upon the successful completion and review of a background check which will include CORI (Criminal Offender Record Information) and SORI (Sex Offender Registry Information).
• All candidates must have legal authorization to work in the United States. HCC is not sponsoring H1B Visa.

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 plus years related experience or equivalent part-time experience in office work or substitutions for experience as described in State Classification Specifications?

• Yes
• No

02

How would you rate your proficiency in Microsoft Suite?

• Beginner
• Intermediate
• Advanced
• None of the Above

03

Are you able to work in a fast paced, high volume office?

• Yes
• No

Required Question