Staff Assistant, Gateway to College

STAFF ASSISTANT, GATEWAY TO COLLEGE PROGRAM (Part-Time) Job Description

Under the supervision of the Director of the Gateway to College Program, the Staff Assistant provides essential services to support the program's mission and assist students. The Gateway to College Program serves at-risk high school students ages 16-20 from Springfield Public Schools, offering them the opportunity to earn a high school diploma while simultaneously earning college credits at Springfield Technical Community College.

The Staff Assistant is integral to the program's success and must be reliable, organized, and efficient. This role involves working in a busy office, processing applications, managing program data, and coordinating and disseminating information among staff, faculty, partners, and administrators. The candidate should possess strong communication skills and be comfortable interacting with individuals from diverse cultural backgrounds. Additionally, the Staff Assistant must demonstrate keen attention to detail, complete tasks independently, and adapt quickly to changes.

The position also involves collaborating with others to build strong relationships with the STCC campus, the school district, and the community, ensuring student success. This role includes overseeing students in a supportive office environment and monitoring their activities as necessary.

• Serve as the receptionist and main point of contact for the program, answering calls from the public, including partners, potential students, and parents; schedule appointments with students, parents, and stakeholders.
• Network, establish, and maintain relationships with public schools, partners, families, businesses, and community organizations; act as a liaison between STCC, public school partners, and the Gateway to College National Network.
• Coordinate, conduct, and participate in recruitment and selection activities, including information sessions, community events, school visits, and student support and re-engagement strategies; perform related data entry.
• Organize, track, collect, and input student/applicant information; process applications; coordinate college and student testing schedules; and track results.
• Serve as a referral source for students seeking college and community support services; establish connections with community organizations and maintain updated information about resources available to students.
• Perform clerical tasks such as creating documents and marketing materials, printing, copying, faxing, and managing files and records.
• Manage inventory, including purchasing books, tracking course materials, and distributing and exchanging books as needed.

• Maintain detailed files and administrative records for required data.
• Collect, input, and manage data in multiple databases (e.g., Power School, Datatel, Microsoft Excel, Business Objects) and ensure timely reporting to partners.
• Coordinate and disseminate information among staff, faculty, partners, and stakeholders.

• Monitor the program budget, manage purchases, and track office supplies and inventory.

• Associate's degree in a related field is required.
• Three to five years of experience in an office setting.
• Proficiency in keyboarding/word processing, database, spreadsheet software, and internet/email.
• Ability to work independently and as part of a team, manage multiple projects and assignments, exercise sound judgment, and maintain confidentiality.
• Strong customer and student focus, with the ability to communicate effectively with students and provide guidance and support.
• Excellent math, oral, and written communication skills.
• Highly organized, detail-oriented, and a self-starter.
• Proficiency in recording meeting minutes and expertise in Microsoft Word, Excel, PowerPoint, and Access.
• Bilingual/Multilingual (Spanish preferred)