Office Administrative Assistant II

Community College of Philadelphia


General Description

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.

Required testing:

Office Grammar and Spelling
MS Word
MS Excel
MS PowerPoint


Specific Responsibilities

• 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; notify 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.




Minimum Qualifications

• 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.







Preferred Qualifications

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

• Previous experience servicing a diverse student population in a higher education work environment preferred.

• Previous experience working with Banner/STARFISH or a similar enterprise-wide system preferred.


Work Location
Main Campus

Special Instructions to Applicants

All College employees must be fully vaccinated, or have an approved exemption from the College and submit to regular COVID testing as an accommodation.

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 commence on February 1, 2022 and 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.



Salary Grade or Rank
4

Salary Range
$16.83 - $19.41

Job Posting Open Date
12/10/2021

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 a minimum of two (2) years of experience in an administrative or clerical support position?
   • Yes
   • No

Documents Needed to ApplyRequired Documents

1. Resume
2. Cover Letter/Letter of Application

Optional Documents

1. References

PI161633629