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Office Associate V - Operations Support

Howard Community College
Maryland, United States
Salary Not specified
Posted date
Aug 31, 2021

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Position Type
Faculty Positions, Business & Management, Other Business & Management
Employment Level
Employment Type
Full Time
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Howard Community College (HCC) is an exciting place to work, learn, and grow! HCC has been awarded the distinction as a "Great College to Work for" since 2009 from The Chronicle of Higher Education.

Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community. No matter where you want to go in your career, you can get there from here!

The Office Associate V is responsible for scheduling all noncredit classes and events held on main campus for the Continuing Education & Workforce Development Division. The Office Associate V works with the Director of Academic Scheduling and other college room scheduling managers to acquire additional classroom space. This position is also responsible for assisting the Noncredit Financial Aid Officer in processing awards. Attention to detail and excellent time management skills is essential for this position.


  • Utilizes Astra Schedule for academic and event scheduling and report production for the CEWD Division.
  • Coordinates the scheduling of classrooms in the CEWD region consisting of 16 lecture classrooms, 5 computer lab classrooms, and 1Allied Health Lab and Nursing Lecture classroom in HW 122
  • Acts as lead liaison for CEWD with Director of Academic Scheduling and AIS regarding the continuous monitoring of data integrity and trouble-shooting of issues identified between Colleague and Ad Astra, reporting and following up on all discrepancies as noted. Participates in all training and testing of new versions of Astra Scheduling system as introduced, reporting findings to AIS for follow up with Ad Astra company representatives.
  • Organizes bulk scheduling each term to correspond with Colleague data entry deadlines as outlined on CEWD Noncredit Brochure Production Schedule, as well as division priorities.
  • Reviews and monitors course section data transferred from Colleague to Astra Schedule each term for obvious coding errors and data integrity, confirms information in Colleague and works closely with unit staff and operations analyst to make necessary corrections or changes.
  • Anticipates and targets potential room availability through continuous scanning and monitoring of course enrollments in Astra Schedule of noncredit and credit course sections as registrations are in progress.
  • Monitors Colleague cancellation reports to verify actual classroom openings and checks Astra prior to scheduling a new course section or submitting requests for room use to other scheduling managers.
  • Manages scheduling requests received from credit division staff and other departments for use of CEWD regional classroom space as available for course sections, final exams and professional development, and provides confirmation in a timely manner.
  • Oversees scheduling and use of mobile laptop carts with printers within lecture classrooms. Works closely with Student Computer Support techs to quickly report any issues and set up routine maintenance/repair of equipment. Maintains key/passcode and sign-in sheet for laptop cart use along with the updating of informational signage posted on carts for instructors/staff.
  • Monitors classroom status each term to assure correct seating count to coincide with the Astra room maximum capacities.
  • Creates and posts notification signage for holidays, closings, classroom switches, special events, testing and renovations as needed.
  • Assists with all aspects to support noncredit financial aid in determining student eligibility, including evaluation, online processing, related record keeping, and student notification.
  • Counsels and assists prospective and currently enrolled students on the application process and eligibility for noncredit financial aid.
  • Reviews, corrects and certifies all file information for disbursement of awards and ensures that all student information entered into the noncredit financial aid database is accurate.
  • Works with other campus units, such as, but not limited to Finance, Continuing Education Units, and Career Links to resolve student issues.
  • Performs other duties as assigned.


  • Completion of AA Degree.
  • A minimum of three years of office-related work experience.
  • Possesses complete knowledge of Microsoft Office Suite and operating system (Windows, Outlook, Word, Excel, PowerPoint, and Access).
  • Experience with scheduling programs such as Astra Schedule is preferred.
  • Experience with academic enterprise systems such as Colleague, Banner, and People Soft preferred.


  • Ability to maintain strict confidentiality.
  • Ability to communicate effectively, both verbally and in writing.
  • Regular attendance is a requirement of this job.
  • Working some evenings and occasional weekends required during term registrations.
  • Ability to resolve problems within scope of authority and work with minimum supervision.

Additional Information:

Hours Per Week: 37.5
Work Schedule: Monday - Friday, 8:30am to 5:00pm; some evenings required during onsite registrations.
Compensation: $19.04/hr ($37,271/yearly)
Grade: 8
FLSA Status: Non-Exempt
Close Date: September 13, 2021
Best Consideration: September 13, 2021

*Pre-employment criminal background investigation is a condition of employment.

As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options: The Pension, which requires a 7% employee contribution and The ORP, a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor's degree must participate in The Pension. Employees that possess a bachelor's degree and hold professional positions that require a bachelor's degree may choose to participate in either The Pension or The ORP.

Howard Community College (HCC) is an Equal Employment Opportunity & Affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.

HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.

HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to our telework policy, only employees living in states contiguous to Maryland are eligible for telework and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please submit the following:

  1. Completed Application (Candidates will be evaluated on completing the college's application in full)
  2. Resume
  3. Cover Letter


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