Community College of Philadelphia Hiring for Office Administrative Associate at Pennsylvania, United States Full Time

General Description

The Office Administrative Associate provides support for the
Counseling Department in a highly responsible and confidential
manner. Employees in this position perform a variety of complex
clerical and administrative duties requiring comprehensive
knowledge of the Counseling Department. This individual exercises
independent judgment and action, including making frequent
decisions in accordance with delegated responsibilities from the
Department Head.

REQUIRED TESTING FOR THIS POSITION:

MS Word
MS Excel

Specific Responsibilities

• Format and prepare presentation documents, forms,
  correspondence, memos, charts, calendars, tables and lists, and
  compile/summarize data ensuring accuracy of content, including but
  not limited to proofreading and editing.

• Process a variety of forms, maintain appropriate records
  including departmental personnel files, and update departmental
  schedules and databases, as needed.

• Screen all guests, phone calls and correspondence, determining
  the nature of the visit or inquiry and providing guidance on
  protocol and process.

• Respond to various types of inquiries and correspondence,
  analyzing requests and gathering information to provide the
  appropriate response.

• Ensure the security and confidentiality of all student
  information and other confidential documents.

• Maintain and oversee departmental inventories, anticipating and
  planning for needed supplies for upcoming or seasonal events and
  activities, preparing and executing purchase requisitions and
  supply orders, as needed.

• Maintain knowledge of departmental processes and procedures,
  applying knowledge to provide information to incoming
  inquiries.

• Assist with responding to daily phone calls and responding to
  incoming inquiries through counseling@ccp.edu and reply to
  them as needed.

• Participate in the coordination of meetings or events, attend
  planning sessions, reserve space, notify attendees and provide
  materials and handouts as needed.

• Sort and direct routine mail; refer non-routine or priority
  mail to the appropriate person.

• Monitor and update Counselors’ daily attendance and report to
  the Department Head who is out of the office; maintain/update the
  Outlook calendar to reflect the availability of Counselors.

• Maintain stock of office supplies and prepare any special
  orders with Department Head approval.

• Submit service requests for required maintenance of
  departmental equipment such as printers, copiers, etc.

• Prepare purchase order requests both paper and online.

• Assist with the student intake process during peak times, as
  needed.

• Assist the Department Head in the selection of student workers;
  provide direction and supervision in accomplishing day-to-day
  tasks.

• Assist the Department Head in maintaining the department’s
  Semester Schedule, and maintain daily schedule for Counselors and
  Department head.

• Take minutes of staff meetings and other meetings as assigned
  by the Department Head.

• Assist the Department Head with the process of hiring new
  faculty; communicate with applicants for counseling positions and
  schedule interviews; coordinate and arrange training for new hires,
  arrange for access to needed systems/drives, arrange office set up,
  etc.

• Responsible for requesting and/or ordering reports from ITS and
  Starfish Administrator.

• Deliver quality customer services to both internal and external
  constituents in a professional, helpful and courteous manner,
  handling priority communications efficiently and with tact, and
  maintaining records of communication.

• 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.

• 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 equivalent required.

• Five (5) years of clerical and administrative experience in a
  fast-paced professional environment required.

• Strong computer proficiency utilizing MS Office including Word
  and Excel required.

• Demonstrated excellence in customer service in dealing with
  internal (students, faculty, and staff) and external constituencies
  required.

• Strong interpersonal, written and oral communication skills
  required.

• Ability to proofread and edit reports, memoranda, letters and
  other documents with minimal supervision required.

• Ability to meet deadlines, handle multiple tasks and balance
  multiple priorities required.

• Ability to organize and plan work methodically with attention
  to detail required.

• Professional appearance and demeanor required.

Preferred Qualifications

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

• Prior experience working in a Banner or equivalent environment
  preferred.

Work Location
Main Campus

Special Instructions to Applicants

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.

Salary Grade or Rank
5

Salary Range
Min./$17.99 Mid./$20.00/ Max. $26.69

Job Posting Open Date
09/06/2022

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 of Higher Education
   • Indeed.com
   • InsideHigherEd.com
   • Community College of Philadelphia Website
   • HBCU Career Center
   • Higher Education Recruitment Consortium (HERC)
   • Al Dia DIVERSECity Career Fair
   • Neighborhood Job Fair & Resource Village (Temple
     University)
   • 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 five (5) years of clerical and administrative
   experience in a fast-paced professional environment?
   • Yes
   • No
5. * Do you have experience working in a Banner or equivalent
   environment?
   • Yes
   • No

Documents Needed to ApplyRequired Documents

1. Resume
2. Cover Letter/Letter of Application

Optional Documents

1. References

PI192930730