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Office Administrative Assistant II (INTERNAL)

Employer
Community College of Philadelphia
Location
Main Campus

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Job Details

Posting Details

Position Information

Position Title Office Administrative Assistant II (INTERNAL) Requisition Number SCL00224 General Description

INTERNAL POSTING – CLASSIFIED EMPLOYEES ONLY.

EXTERNAL APPLICATIONS WILL NOT BE CONSIDERED AT THIS TIME.

POSTING INTERNALLY: 05/14/2019 AT 8:30 AM
POSTING CLOSING: 05/23/2019 AT 5:00 PM

GRADE: IV

TESTING FOR THIS POSITION:

Data Entry/Alpha Numeric
Office Grammar & Spelling
MS Word
MS Excel

Under the supervision of the Project Director, the Office Administrative Assistant II provides administrative support to the College’s TRIO Upward Bound program. Primary responsibilities include maintaining program records, coordinating meetings/events, preparing various types of documents and letters, and responding to internal and external inquiries on behalf of the department.

Specific Responsibilities

• Maintain organized recordkeeping and archiving of various program documents, such as student records, check requests, invoices, sign-in sheets, evaluations, etc., to ensure all information is accessible and in compliance with the grant program standards.

• Data entry of student information into the program database with accuracy and timeliness.

• Assist the Project Director in compiling data for performance reports and formatting of presentation materials.

• Format and prepare various types of documents, forms, memos and letters on a personal computer using college provided word processing software (e.g., MS Office/Word); proofreading documents for accuracy.

• Participate in the coordination of meetings/events; attending planning sessions, checking calendars, booking appropriate space, and ordering audio/visual equipment, catering, etc.

• Communicate with various internal departments and follow up on requests and forms on behalf of the Program Director, as directed.

• Coordinate and maintain the calendar for the shared Division of Access and Community Engagement classroom among the programs in the division.

• Maintain and track department inventories and submit requests for reorders as needed.

• Maintain the department’s inventory of SEPTA passes and track the distribution of passes to student participants.

• Maintain student sign-in sheets for program attendance and prepare spreadsheets for distribution of student stipends.

• Provide quality service to students and parents one-on-one electronically or in person, maintain a helpful and professional demeanor, listen carefully, ask questions to ensure understanding and provide accurate information and responses.

• Maintain a full understanding of the program and its goals, objectives, structure, events and activities in order to communicate accurately with internal and external program partners.

• Assist with special projects, as needed, such as certificate design, creating bulletin boards, etc.

• Prepare mailings as needed.

• Sort and direct routine mail; referring non-routine mail to the appropriate persons.

• Pick up and/or deliver checks, time sheets and time sensitive documents to other departments, as needed.

•Provide training to work-study students within the department and oversee the assignment of tasks and tracking of work hours.

• Maintain the organization and upkeep within the reception area, student tutoring areas and general office space.

• Participate in professional development and Division events as needed.

• Maintain sensitivity, understanding and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, and ethnic backgrounds.

• Adhere to FERPA regulations as they pertain to maintaining the security and confidentiality of all student records, as well as maintain the confidentiality of other documents on behalf of the work area and the College.

• Performs other duties as assigned.

• Provide assistance to support special program events during evening and weekend hours, as needed.

Minimum Qualifications

• High school diploma or its equivalent required.

• Two (2) years of administrative and clerical work experience required.

• Demonstrated computer proficiency in Microsoft Word and Excel required.

• Strong customer service and organization skills required.

• Ability to work evenings and weekends, as needed, is required.

• Detail oriented with ability to follow directions is required.

• Effective interpersonal, verbal and written communication skills required.

• Demonstrated ability to work with a team and collaborate with others is required.

• Demonstrated ability to exercise sound judgment and decision-making in resolving problems is required.

• Ability to maintain sensitivity, understanding and respect for a diverse academic environment inclusive of students, faculty and staff of varying social economic, cultural, ideological and ethnic backgrounds required.

Preferred Qualifications

• Associate’s degree preferred.

• Previous experience working in a grant-funded program within education is preferred.

• Experience and interest in working with a high school student population is preferred

Work Location Main Campus Benefits Special Instructions to Applicants

INTERNAL POSTING – CLASSIFIED EMPLOYEES ONLY.

EXTERNAL APPLICATIONS WILL NOT BE CONSIDERED AT THIS TIME.

POSTING INTERNALLY: 05/14/2019 AT 8:30 AM
POSTING CLOSING: 05/23/2019 AT 5:00 PM

GRADE: IV

TESTING FOR THIS POSITION:

Data Entry/Alpha Numeric
Office Grammar & Spelling
MS Word
MS Excel

Interested employees please submit a classified bid form, attach a resume and forward to Human Resources, A7-142.

Salary Grade or Rank IV Salary Range $15.05 - $19.41 Job Posting Open Date 05/14/2019 Job Posting Close Date 05/23/2019 Type of Position Classified Job Category Employment Status Full-Time Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about Community College of Philadelphia?
    • CareerBuilder.com
    • HigherEdJobs.com
    • LinkedIn
    • The Chronicle
    • Veterans Job Fair
    • Professional & Tchnology Diversity Career Fair
    • Al Dia - Diversity Career Fair
    • Community College of Philadelphia Website
    • Indeed.com
    • Other
  2. * If your answer to the above question is Other, please note the source below. If this question does not apply to you, enter N/A.

    (Open Ended Question)

  3. * What is the highest level of education you have completed?
    • No Response
    • High School/GED
    • Associates Degree
    • Bachelor's Degree
    • Master's Degree
    • Doctorate
    • Other
  4. * Do you have two (2) years of administrative and clerical work experience?
    • Yes
    • No
  5. * Do you have experience working in a grant-funded program or in an educational environment?
    • Yes
    • No
  6. * Do you have experience and interest in working with a high school student population?
    • Yes
    • No
Documents Needed to Apply Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents
  1. References

Organization

Working at Community College of Philadelphia

Welcome to Community College of Philadelphia, a public, open-admission institution that provides both academic resources and support services to help students achieve their academic goals. As the largest public institution of higher education in Philadelphia, the College has served more than 685,000 of the city's residents since 1965. We serve a diverse population of students, from recent high school graduates starting here on their path to a bachelor's degree, to adults looking to change careers. On our Main Campus or at any of our three Regional Centers within Philadelphia, we offer the convenience our students need to fit classes into their busy schedules.

We seek to empower our community through education, one individual at a time. More than 90 percent of our graduates remain in the area and strengthen our local economy. It is our mission to prepare Philadelphians for a new career or transfer to a four-year college so that they can achieve their educational and career goals.

Community College of Philadelphia is dedicated to promoting a work environment which attracts and retains talented, high caliber faculty and staff, and which challenges each of us to achieve at the highest level while contributing to the mission of the College.

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