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Office Administrative Associate B

Community College of Philadelphia
Main Campus

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Job Details

Position Title:

Office Administrative Associate B

Requisition Number:


General Description:

Success starts at Community College of Philadelphia. Innovators and difference makers work at Community College of Philadelphia. Diversity thrives at Community College of Philadelphia. We are a college that is committed to promoting a work environment that attracts and retains talented and diverse faculty and staff. We challenge each other and ourselves to achieve at the highest level while contributing to the mission of the College and the betterment of Philadelphia. We value and support an intellectually dynamic community to prepare our students for global citizenship. Join us and become a part of a community that has long been and will continue to be generators of generational chance in this city and beyond.

The Office Administrative Associate B position provides administrative and clerical support to the Coordinator of Student Loan Programs in the College’s Financial Aid department. Under limited supervision, with latitude for the use of independent judgment, initiative and decision making, this position performs duties and responsibilities involving all aspects of financial aid processing, including but not limited to Federal Direct Student Loans. This position provides assistance with Federal Direct Student Loan processing and reporting, while collaborating with PHEAA, the U.S. Department of Education, loan servicers, the Bursar’s Office and other departments within the Enrollment Management division on matters related to student accounts. The Office Administrative Associate B also assists with the processing of financial aid and front counter coverage in the Enrollment Central area. This position requires mandatory overtime during peak periods.

Specific Responsibilities:

  • Monitor the Federal Direct Student Loan Disbursement process and collaborate with Student Tuition Services, Student Records and Registration, and Admissions Offices to research problems concerning financial aid eligibility; recommending possible solutions for the Coordinator’s approval.

  • Perform data entry for Federal Direct Student Loan processing and adjustments on student account files for current and previous terms.

  • Perform workshop entrance and exit counseling during peak periods and individually as needed year round.

  • Provide assistance to students and parents concerning the financial aid process and eligibility requirements.

  • Process paperwork for return of loan funds due to “Return of Title IV” calculations.

  • Serve as a liaison between the department and PHEAA, loan servicers, and the U.S. Department of Education on matters related to students’ accounts.

  • Assist Enrollment Central front counter staff as needed.

  • Provide quality customer service in person or by telephone in a timely, professional, and efficient manner.

  • Respond to written inquiries received either by email or letter in a timely, professional, and efficient manner.

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

  • 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.

  • 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 other related duties as assigned.

Minimum Qualifications:

  • A high school diploma or its equivalent (e.g., GED) required.

  • Six (6) years of work experience in a related field required.

  • Strong verbal and written communication skills required.

  • Ability to perform multiple tasks with changing priorities is required.

  • Strong attention to detail and accuracy required.

  • Demonstrated proficiency using Microsoft Word and Excel required.

  • Demonstrated excellence in customer service to internal and external stakeholders 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. Any and all degrees must be from a recognized institutional accreditor.

  • Previous experience with loan origination and disbursement processes within a financial aid servicing department is preferred.

  • Previous experience using Ellucian Banner preferred.

Work Location:

Main Campus


“Success Starts Here” is our message to the Philadelphia community – and at Community College of Philadelphia, we recognize that our success as a college and the success of our students starts with our employees. Our employees are vital to our success. Our total compensation package includes a comprehensive offer of benefits that are unrivaled by most.

Our benefits include:

  • 100% College-paid medical, dental and prescription drug for employees and all of their eligible family members
  • College-paid life and disability insurance
  • College closes for Winter Break the week between Christmas and New Years and for a week in March for Spring Break
  • College operates on a 4-day work week during the summer months (off on Fridays)
  • Most employees work from home one day each week
  • Tuition remission (for classes at the College)
  • Forgivable tuition loan (for classes at any accredited academic institution)
  • 403(b) retirement plan with 10% College contribution
  • Health care and dependent care flexible spending accounts
  • Paid vacation plus holiday and personal time off

Community College of Philadelphia is an open-admission, associate-degree-granting institution which provides access to higher education for all who may benefit. Its programs of study in the liberal arts and sciences, career technologies, and basic academic skills provide a coherent foundation for college transfer, employment and lifelong learning. The College serves Philadelphia by preparing its students to be informed and concerned citizens, active participants in the cultural life of the city, and enabled to meet the changing needs of business, industry and the professions. To help address broad economic, cultural and political concerns in the city and beyond, the College draws together students from a wide range of ages and backgrounds and seeks to provide the programs and support they need to achieve their goals.

Community College of Philadelphia is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Special Instructions to Applicants:

  • Interested persons should complete an online application.
  • Cover letter of interest and CV/resume REQUIRED.
  • Name and contact information for three (3) references REQUIRED.
  • Employment offers are contingent upon successful completion of background checks in accordance with the Pennsylvania Child Protective Services Law.
  • Must be legally eligible to work in the U.S. Community College of Philadelphia is an affirmative action, equal opportunity and equal access employer.

Salary Grade or Rank:


Salary Range:

$18.66 - $35.59

Job Posting Open Date:


Type of Position:


Employment Status :



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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