Office Manager (Academic Affairs - International Programming and Prison Education)

About Herkimer County Community College:

Herkimer County Community College isn't just a great place to be a student - it's also a great place to work. Our faculty and staff enjoy a friendly atmosphere, supportive community and opportunities for growth. They have the advantages of being a part of the SUNY network, as well as an outstanding benefits package for full-time employees.

We encourage you to check out our current employment opportunities. Herkimer County Community College does not discriminate on the basis of race, color, gender, age, creed, religion, national origin, marital status, disability, or any other characteristic protected by federal or state law in admissions, employment or in any aspect regarding the conduct of College business.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via e-mail at info@goer.ny.gov.

Interested in learning more about Herkimer County Community College as a workplace? Great! Feel free to peruse our Faculty/Staff Directory, learn about our campus, review our Annual Security Report, and learn about our employee benefits.

Job Description:

Department: Academic Affairs

Reports to: Dean of Academic Affairs.

DISTINGUISHING FEATURES OF THE CLASS: This is moderately difficult clerical work assisting a department head or administrator by coordinating day-to-day office management and administrative functions. Duties include, but are not limited to, program planning, budgeting, supervision of clerical staff, fiscal management, and record keeping/reporting. Work is performed in accordance with policies and objectives outlined by the department head or administrator with leeway allowed for the exercise of independent judgment in applying policy to specific cases. Supervision is exercised over the work of subordinate clerical staff. Does related work as required.

Requirements:

TYPICAL WORK ACTIVITIES: Prepares accounting entries for cash receipts, journals, and bank reconciliation's; -Direct supervision of subordinate clerical staff; Responsible for assigning tasks, workloads, and job assignments to subordinate clerical staff; Reviews incoming mail and answers general correspondence; Oversees monthly billing for customers; Maintains contact with agency units and other departments and other public agencies to assist to solving mutual problems and to develop improved services and public relations; Operates calculator, computer, check writing machine, and other related office equipment; May assist in preparation of figures and reports for use in budget preparation; Compiles data for and prepares complex financial and statistical records and reports; Performs related work necessary for the efficient operation of the office.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Thorough knowledge of office terminology, procedures, and equipment; thorough knowledge of business arithmetic and English; good working knowledge of current principles and practices of business administration, accounting and budgeting; ability to supervise the work of a small number of clerical assistants; ability to organize and maintain accurate records and files; ability to analyze and organize data and prepare records and reports; ability to understand and interpret complicated oral instructions and/or written directions; ability to work effectively with staff in other public agencies; ability to perform close, detail work involving considerable visual effort and strain; ability to operate a personal computer, check writing machine, calculator, and related office equipment; physical condition commensurate with the demands of the position.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

Thorough knowledge of office terminology, procedures, and equipment; thorough knowledge of business arithmetic and English; good working knowledge of current principles and practices of business administration, accounting and budgeting; ability to supervise the work of a small number of clerical assistants; ability to organize and maintain accurate records and files; ability to analyze and organize data and prepare records and reports; ability to understand and interpret complicated oral instructions and/or written directions; ability to work effectively with staff in other public agencies; ability to perform close, detail work involving considerable visual effort and strain; ability to operate a personal computer, check writing machine, calculator, and related office equipment; physical condition commensurate with the demands of the position.

Additional duties and responsibilities at HCCC include the following:

• Provide comprehensive administrative and operational support for the College's International Programming, Prison Education Program (PEP), Prior Learning Assessment, and Articulation Agreements units under the direction of the Dean of Academic Affairs.
• Receive, prepare, organize, track, and follow up on required admissions materials, including high school transcripts, GED documentation, prior college transcripts, and other supporting records.
• Maintain accurate student files, program rosters, tracking systems, shared records, forms, checklists, and other program documentation.
• Assist with PEP student intake and registration processes, including preparing materials, maintaining student records, tracking outstanding documentation, and coordinating administrative follow-up with college offices.
• Collect, track, process, and route financial aid documentation, certificates of residency, and other required student records; monitor outstanding requirements and established deadlines.
• Maintain current academic-plan and degree-progress records for PEP students and document approved updates following academic review by the Dean or other authorized academic personnel.
• Support course scheduling and semester preparation by maintaining enrollment information, course rosters, academic planning records, and other administrative data needed for program operations.
• Coordinate textbook and instructional-material processes for PEP, including ordering, inventory, preparation, distribution, return tracking, and reconciliation of materials.
• Maintain documentation related to student and faculty attendance and absences and communicate routine information to the Dean.
• Maintain faculty and staff travel and mileage records associated with program activities and prepare appropriate documentation for reimbursement processing.
• Prepare routine correspondence, forms, reports, rosters, meeting materials, facility-visit materials, and other administrative documents for both programs.
• Maintain calendars and track recurring deadlines, appointments, student-processing timelines, and other operational requirements related to PEP and Prior Learning Assessment.
• Serve as an administrative liaison with college offices including Admissions, Registrar, Financial Aid, Business Office, Student Services, and other departments to facilitate timely processing of unit-related documentation and transactions.
• Track outstanding items, identify administrative bottlenecks, and follow established procedures to ensure records and required documentation are completed accurately and in a timely manner.
• Compile routine operational data and assist with preparation of internal reports related to enrollment, admissions, registration, document completion, textbook distribution, student records, and other established program measures.
• Develop and maintain standardized administrative procedures, checklists, templates, tracking tools, and filing systems to support consistency and continuity across International Programming, PEP, Articulation, and PLA operations.
• Maintain confidential student and institutional records in accordance with FERPA, College policies, and applicable record-retention requirements.
• Respond to routine telephone, email, and written inquiries; provide established program information and refer questions requiring academic, regulatory, policy, or programmatic judgment to the appropriate professional staff.
• Assist with purchasing, supply ordering, invoice documentation, and other routine fiscal and procurement processes associated with program operations.
• Provide general office management support, including document preparation, filing, scheduling, records management, database maintenance, correspondence, meeting coordination, and organization of program materials.
• Perform other related administrative duties as assigned in support of International Programming, the Prison Education Program, Articulation Agreements, and PLA.

Additional Information:

MINIMUM QUALIFICATIONS:

Either -

(A) Graduation from a regionally accredited or New York State registered college with a bachelor's degree in accounting, business administration, or related field;

Or (B) Graduation from a regionally accredited or New York State registered college with an associate's degree in accounting, business administration, or related field and two years of clerical experience;

Or (C) Graduation from high school or possession of a high school equivalency diploma and four years of clerical experience;

Or (D) An equivalent combination of training and experience as defined by the limits of (A), (B) and (C) above.

Annual Salary: $45,293 (2026 base rate)

Application Instructions:

This is Civil Service (CSEA) position.

In order to be considered for this position, you must submit your credentials online. Create an account by clicking on the APPLY NOW tab. You will be able to upload the following documents, which are required for consideration:

• Resume/cv
• Cover Letter

Once your account is established, you may login at any time to review your completed application or upload additional documents. You will receive an acknowledgement indicating your application materials have been received.

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.