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Administrative Assistant II

Employer
Community College of Philadelphia
Location
Main Campus - Philadelphia, PA, PA
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Employment Type
Full Time
Institution Type
Community College
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Job Details

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.

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.

Position Summary

Applicant Testing: Microsoft Word, Excel

This position serves as the principal administrative coordinator for the Assistant Dean of Liberal Studies. Responsibilities include executive support, budget administration, reporting, data management, technology coordination, administrative project management, process improvement, and office workflow coordination.
This position requires initiative, independent judgment, strong analytical and problem-solving skills, advanced technology proficiency, and the ability to manage multiple priorities simultaneously.

Essential Responsibilities

  • Serve as primary administrative support professional to the Assistant Dean.
  • Manage the Assistant Dean's calendar, appointments, meetings, and scheduling priorities.
  • Prepare correspondence, reports, presentations, briefing materials, agendas, and meeting documentation.
  • Coordinate divisional communications on behalf of the Assistant Dean.
  • Maintain confidential personnel, financial, and administrative records.
  • Assist with monitoring divisional budgets and expenditures.
  • Maintain budget tracking systems and financial documentation.
  • Coordinate procurement activities, purchasing transactions, and vendor communications.
  • Compile, validate, organize, and analyze divisional operational data.
  • Prepare routine and ad hoc reports, dashboards, and presentations.
  • Support accreditation, assessment, and compliance-reporting initiatives.
  • Develop and maintain electronic records systems and workflow tools.
  • Coordinate technology solutions and process improvements for divisional operations.
  • Track divisional projects, action items, deadlines, and deliverables.
  • Coordinate special projects, strategic initiatives, and committee activities.
  • Maintain office procedures and coordinate workflow among divisional administrative staff.
  • Serve as a resource regarding divisional procedures, administrative practices, and operational information.
  • Utilize Microsoft 365 applications, Banner, reporting systems, workflow tools, and approved productivity technologies.
  • Perform other related duties as assigned.
    • Required Qualifications

  • Associate's Degree required.
  • Two (2) years of progressively responsible administrative experience required.
  • Advanced proficiency in Microsoft Excel, Word, Outlook, Teams, and Microsoft 365 applications required.
  • Experience preparing reports and presentations required.
  • Strong analytical, organizational, and problem-solving skills required.
  • Demonstrated ability to coordinate multiple projects and priorities simultaneously required.
  • Excellent written and oral communication skills required.
  • Ability to exercise independent judgment and maintain highly confidential information required.
    • Preferred Qualifications

      Experience supporting executive-level administrators preferred.Experience with budget monitoring, procurement, or financial recordkeeping preferred.
    • Experience using Banner or a comparable ERP system preferred.

    If you are required to submit references in your application, please provide your current supervisor and two previous supervisor's contact information.

    Please note - CCP will not contact your references until a contingent offer has been made. You will have the opportunity to alert your references and current employer prior to the reference check process beginning.

    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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