Office Administrative Associate B (NTERNAL)

Location
Pennsylvania, United States
Salary
Salary Not specified
Posted
Feb 19, 2021
Employment Level
Administrative
Employment Type
Full Time

Community College of Philadelphia


General Description

INTERNAL POSTING - CLASSIFIED EMPLOYEES ONLY.

EXTERNAL APPLICATIONS WILL NOT BE CONSIDERED AT THIS TIME.

OPEN DATE: 12/13/2019 AT 8:30 AM
CLOSE DATE: 12/23/2019 AT 5:00 PM

GRADE: VI

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.

Under general supervision and reporting to the Associate Director of Academic Records, the Office Administrative Associate B provides administrative and clerical support to the Records and Registration department. This position demonstrates proficiency in the use of student systems pertaining to the updating of student records and course registration. Primary responsibilities include the resolution of duplicate student records; assisting military students and their dependents on matters related to payments, benefits eligibility and the certification process. Other responsibilities include processing of student registrations, curriculum and schedule changes; and updates to student demographic information.


Specific Responsibilities

• Provide administrative support for the resolution of duplicate student identification numbers; logging entries in an Excel spreadsheet, generating reports, modifying student records and notifying staff of needed changes.

• Process enrollment certifications and adjustments for military students when classes are dropped or added, and reporting graduation and academic probation to Veterans Affairs.

• Provide assistance in the processing and submittal of military student enrollment certifications (credits hours, tuition and fees) through mail or electronic forms.

• Provide assistance to veteran students (face to face, via email or telephone) concerning issues related to payments, benefits, eligibility, and the certification process.

• Respond to general inquiries (via email, walk-ins, telephone) concerning Enrollment Management processes; referring to the appropriate department when needed.

• Maintain proper filing of all documents and records.

• Provide back-up support, as needed, with processing transcripts and certifications for Records Unit, routing course substitution for Records Evaluation, and scanning/indexing documents for Imaging Unit.

• Maintain accuracy and timeliness in data entry functions.

• Demonstrate good verbal and written communication skills in responding to inquiries.

• Maintain knowledge base of relevant College and departmental practices, procedures and policies.

• 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.

• Deliver quality customer services to both internal and external constituents in a professional, helpful and courteous manner.

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

• Other duties as assigned.


Minimum Qualifications

• High school diploma or its equivalent (e.g. GED) required.

• Minimum of six (6) years of clerical or administrative experience working with a diverse population in human services, education, or customer service settings required.

• Minimum two (2) years of data entry experience required.

• Demonstrated proficiency using MS Word, MS Excel and the Internet required.

• Strong customer-focused mindset and the ability to respond in a courteous and helpful manner under varying situations are required.

• Good organization, communication (oral and written), and interpersonal skills in all mediums (phone, face-to-face, and email) required to effectively communicate with students, campus visitors, and College staff and faculty.

• Demonstrated competency in ordering and organizing files (alphabetic and numeric) required.

• Ability to work extended hours and an occasional Saturday, as needed, is required.

• Ability to travel to regional campus locations, as needed.

• Professional appearance and demeanor 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 from an accredited institution of higher education preferred.

• Previous work experience in a higher education setting is preferred.

• Previous experience using Ellucian Banner, or a similar enterprise-wide system, is preferred.

• Knowledge of FERPA (Family Educational Rights and Privacy Act of 1974, as amended) preferred.


Work Location
Main Campus

Special Instructions to Applicants

INTERNAL POSTING – CLASSIFIED EMPLOYEES ONLY.

EXTERNAL APPLICATIONS WILL NOT BE CONSIDERED AT THIS TIME.

OPEN DATE: 12/13/2019 AT 8:30 AM
CLOSE DATE: 12/23/2019 AT 5:00 PM

GRADE: VI

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
VI

Salary Range
$17.10 - $22.51

Job Posting Open Date
12/13/2019

Job Posting Close Date
12/23/2019

Type of Position
Classified

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 & Technology 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 six (6) years of clerical or administrative experience working with a diverse population in education, human services or customer service settings?
    • Yes
    • No
  5. * Do you have experience in a higher education setting?
    • Yes
    • No
  6. * Do you have previous experience using Ellucian Banner, or a similar enterprise-wide system?
    • Yes
    • No
  7. * Do you have knowledge of FERPA (Family Educational Rights and Privacy Act of 1974, as amended)?
    • Yes
    • No
Documents Needed to Apply Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents
  1. References

PI130630733

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