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Office Administrative Associate A

Please see Special Instructions for more details.

TESTING FOR THIS POSITION: Keyboarding (warm up given) 45 WPM Office Grammar and Spelling MS Word MS Excel MS PowerPoint *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 July 19, 2017 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.

Posting Details

Position Information

Position Title Office Administrative Associate A
Requisition Number SCA00238
General Description

With latitude for independent judgment, initiative and decision-making, the Office Administrative Associate A provides administrative support to the College’s Dean of Students. Primary responsibilities include maintaining the Dean’s calendar of appointments, and responding to meeting requests and invitations; preparing letters, memos and other forms; transcribing meeting minutes; and answering the phones effectively screening calls and taking messages. Other responsibilities include maintaining departmental files, preparing purchase order requests, collecting, preparing, and submitting attendance documents, and managing student workers.

TESTING FOR THIS POSITION:

Keyboarding (warm up given) 45 WPM
Office Grammar and Spelling
MS Word
MS Excel
MS PowerPoint

Specific Responsibilities

• Prepare and maintain the department’s judicial files; gathering incident reports, and drafting and distributing correspondence relative to the judicial process based on the College’s Student Code of Conduct.

• Provide coordination and planning of meetings or events on behalf of the Dean of Students, and respond to meeting requests and invitations.

• Prepare reports, letters, memos, and other documents.

• Monitor the day-to-day operations of the office and delegate tasks to work-study students.

• Collect prepare and maintain departmental timesheet documents for approval and submission.

• Provide excellent customer service in screening guests and phone calls to determine the nature of visit or inquiry; providing guidance on protocol or processes, or forwarding to the appropriate person or department.

• Assist in the preparation of the division’s annual report.

• Maintain the department’s office supply inventories and prepare Alpha order requests as needed.

• Prepare PowerPoint presentation slides and other meeting materials and handouts, and transcribe meeting minutes when requested.

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

• 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 its equivalent (e.g. GED) required.

• Six (6) years’ experience in a progressively responsible administrative support position required.

• Demonstrated professionalism and strong customer service skills required.

• Strong verbal and written communication skills required.

• Ability to meet deadlines and perform multiple tasks with changing priorities required.

• Good attention to detail and the ability to demonstrate good judgment required.

• Strong organizational and time management skills required.

• Intermediate-level proficiency utilizing Microsoft Office Outlook, Word, PowerPoint, and Excel required.

• Ability to maintain confidentiality of sensitive information 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

• Associates’ degree preferred.

• Prior experience using an enterprise-wide system, such as Banner, is preferred.

• Prior experience working in a higher education environment preferred.

• Knowledge of FERPA (Family Educational Rights and Privacy Act of 1974, as amended), Veteran’s Administration, Title IV, PA Act 48, 114 and 335 regulations preferred.

Work Location Main Campus
Benefits
Special Instructions to Applicants

TESTING FOR THIS POSITION:

Keyboarding (warm up given) 45 WPM
Office Grammar and Spelling
MS Word
MS Excel
MS PowerPoint

*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 July 19, 2017 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 VI
Salary Range Salary commensurate with relevant work experience
Job Posting Open Date 07/05/2017
Job Posting Close Date
Type of Position Confidential
Job Category
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 work experience in a progressively responsible administrative support position?
    • Yes
    • No
  5. * Do you have previous experience utilizing an enterprise-wide system, such as Banner?
    • Yes
    • No
  6. * Do you have previous work experience in higher education?
    • Yes
    • No
  7. * Do you have knowledge of FERPA (Family Educational Rights and Privacy Act of 1974, as amended), Veteran's Administration, Title IV, PA Act 48, 114 and 335 regulations?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents
  1. References