T&L Support Specialist

Howard Community College ( HCC) is an exciting place to work, learn, and grow! We are proud to have received the Great Colleges to Work For honor for 12 consecutive years, 2009-2020.

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!

Responsible for coordinating and performing a range of advanced, detail-oriented processes while providing comprehensive administrative and clerical support to Teaching & Learning Operations ( TLO). This includes managing Academic & Event Scheduling, overseeing the coordination of academic courses, special events, and meetings, as well as providing contract processing support by preparing, reviewing, and tracking agreements. Serves as a key liaison for faculty, staff, and administrators across all TLO divisions, ensuring effective communication, collaboration, and resolution of issues. Creates and maintains a positive, welcoming environment, fostering strong relationships within the campus community and with external stakeholders. This role supports the efficient operation of TLO initiatives, enhancing overall service delivery and engagement.

General Duties:

* Resolve in-person, phone, helpdesk, and email inquiries related to college policies, teaching, and learning processes.

* Supports the onboarding and cross-training of TLO staff on HCC procedures, processes, and policies.

* Contribute to the implementation of process improvements within the Teaching & Learning area or across the College.

* Maintain office files, including administrative forms, and manage correspondence, reports, and memos by drafting, editing, and word-processing as needed.

* Operate the Teams site for centralized procedural instructions, documents, and data tracking.

* Perform detailed data entry and validation in Ellucian Colleague and process data retrieval requests via Ellucian Colleague/InfoView.

* Conduct system testing for Ellucian Colleague, Self-Service, and Ad Astra, and assist with training on new software or process adaptations.

* Support the dissemination and communication of information to division staff and faculty, and additional stakeholders.

* Provide backup assistance to the Operations Manager as needed.

* Assist in creating and maintaining contact and distribution lists.

* Manage ordering for supplies, including Office Depot, Amazon, and catering needs.

* Onboard and cross-train institutional stakeholders while reinforcing HCC procedures, processes, and policies as required.

Academic & Event Scheduling (to include but not be limited to):

* Assist in the initiation, data gathering, and data entry for the term schedule building process.

* Support curriculum council course and term section maintenance across multiple overlapping semesters.

* Remain current on forms, processes, and documents necessary to maintain and track divisional and college-wide scheduling information.

* Communicate and collaborate with division leadership, managers, and other campus partners on academic, event, and classroom scheduling, as well as other issues requiring cross-functional cooperation.

* Process semester section cancellations for all Teaching and Learning divisions.

* Coordinate and communicate student notifications and course cancellations for entire semesters.

* Assist in managing change requests and administrative updates to forms and parameters within the Ad Astra system.

* Support college-wide scheduling requests for general-purpose classrooms ( GPC), conference rooms, and specialized spaces using Ad Astra Schedule.

* Monitor and process room scheduling requests for events and classes via email, helpdesk, and phone channels.

* Liaise with internal stakeholders (e.g., Facilities, Auxiliary Services, Horowitz Center) to ensure smooth scheduling operations.

* Generate and distribute ad hoc and weekly events and scheduling reports to Facilities, Public Safety, and other relevant stakeholders regarding sections and events taking place on campus.

* Troubleshoot and resolve conflicts in the assignment of classroom and event spaces within Ad Astra.

Contract processing support (to include but not be limited to):

* Assist in the creation, production, and management of term/semester faculty contract assignments in the Colleague system for all Teaching and Learning divisions, ensuring accurate and timely processing of faculty appointments, assignments, and adjustments.

* Collaborate closely with Human Resources, Payroll, division office staff, and other key stakeholders throughout the entire lifecycle of the full-time and part-time faculty and staff contract process, from initial contract assignment/creation to final distribution and processing.

* Coordinate contract details, and resolve issues to ensure compliance with institutional policies, and maintaining accurate records for auditing purposes.

* Associate's degree and 1 year of experience in administrative support, or an equivalent combination of education and related experience; Bachelor's preferred.
* Experience in Office 365 applications (Word, Excel, Outlook, Teams, OneDrive, etc.).
* Experience in Adobe Acrobat Pro.
* Possess internet and digital literacy skills, including webpage applications and maintenance.
* Ability to operate a personal computer, electronic mail, multiline telephone system including voicemail, copier, Scantrons, fax machine, calculator, LaserJet and DeskJet printers and scanner.
* Ellucian Colleague experience preferred.
* Knowledge of Ad Astra room scheduling system.

* Strong communication, both written and verbal.
* Ability to research and problem solve.
* Ability to maintain strict confidentiality essential.
* Regular attendance is a requirement of this job.
* Performs all duties while considering the impact of any actions on the college's sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.

Busy office environment. Ability to meet constant deadlines and to use analytical and problem-solving skills in a diplomatic and professional manner. Ongoing distractions with the high traffic of people, phone calls, and inquiries. Prolonged sitting, typing, and focus on a computer monitor. Must be willing to work additional hours, especially in times of peak activity.

Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs. 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.

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

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 HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC 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 complete the entire HCC Employment Application (Candidates will be evaluated on completing the college's application in full).

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.