Office Administrative Assistant II

SCL00316

Under the general supervision of the Dean, with the expectation for limited independent judgment, initiative and decision making, the Office Administrative Assistant II provides support for the Academic Advising office within the Educational Support Services division. Primary responsibilities include supporting students and providing quality customer service, while facilitating the check-in process for students who seek academic advising services. This position responds to questions from students, faculty, and staff related to advising services, while referring students to other offices and services if/when appropriate.

This is a full-time position with scheduled work hours Monday through Friday from 8:30 a.m. to 5:00 p.m. Hours are subject to change during the College’s summer sessions.

Required testing for this position:

MS Word
MS Excel
MS PowerPoint

• Support and provide quality customer service to students visiting the Office of Academic Advising in a helpful and professional manner.

• Provide students with instructions and assistance related to the Academic Advising check-in process, appointments, course search and registration, and related procedures, while ensuring completion of required paper and/or electronic forms.

• Respond to questions from students, faculty, and staff regarding Academic Advising services; taking accurate messages and referring students to other departments, as needed.

• Respond to written inquiries (email and letter); locating and providing accurate information and drafting written responses within established guidelines.

• Prepare standard documents, forms, memos and letters; proofreading documents for accuracy.

• 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.

• Format and prepare documents according to directions, such as correspondence, charts, calendars, tables, lists, etc.

• Acquire and maintain knowledge of all administrative information systems used by the department; accessing these systems to gather or enter data as needed.

• Remain updated on department processes and procedures, knowing where to access needed information and forms to provide information clearly and accurately to students.

• Maintain the department’s inventory of supplies; notifying the supervisor of items in need of reorder.

• 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.

• Perform assigned duties in a manner consistent with the mission, goals, and core values of the College

• Perform other duties as assigned.

• High School Diploma or GED equivalent required.

.• Minimum of two (2) years of experience in an administrative or clerical support position required.

• Previous customer service experience required.

• Effective communication (oral and written) and interpersonal skills required.

• Demonstrated organizational, record keeping and time management skills required.

• Basic proficiency with MS Word, Excel, and PowerPoint 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.

• Associate’s degree preferred. Any and all degrees must be from a recognized institutional accreditor.

Main Campus

THIS POSITION IS ELIGIBLE FOR PARTIAL REMOTE WORK

Interested persons should complete an online application

Cover letter of interest and resume REQUIRED

Names and contact information of 3 professional references OPTIONAL

Review of applications will continue until the position is filled.

Applicants must be legally eligible to work in the U.S. Community College of Philadelphia is an Affirmative Action, Equal Opportunity and Equal Access Employer. The College encourages applications from individuals from traditionally underrepresented groups.

4

$16.83 - $19.41

08/01/2022

Classified

Full-Time