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Office Administrative Associate

Please see Special Instructions for more details.

* 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 August 28, 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. TESTING FOR THIS POSITION: Data Entry Alpha Numeric Office Grammar and Spelling MS Word

Posting Details

Position Information

Position Title Office Administrative Associate
Requisition Number SCL00152
General Description

Under general supervision, the Office Administrative Associate provides administrative and clerical support to the Records and Registration department. This position demonstrates proficiency in the use of student systems pertaining to admissions, placement, registration and student records. Primary responsibilities involve data entry and processing of student registrations, curriculum and scheduling changes, and updates to student demographic information. Daily work assignments include clerical duties assigned to the registration area (Registration Unit) and may require travel to the College’s regional centers.

TESTING FOR THIS POSITION:

Data Entry Alpha Numeric
Office Grammar and Spelling
MS Word

Specific Responsibilities

• Perform data entry of student registrations and schedule revisions (drop/add), and update student records regarding changes in student demographic information, curriculum changes, changes to admission terms, etc.

• Assist student applicants with the scheduling of placement tests or registration sessions, and the completion of admissions applications.

• Perform imaging and indexing of student registration documents.

• Process transcript requests.

• Assist in data entry of admissions applications and placement waivers, as needed.

• Respond to inquiries (via email, walk-ins, telephone) from campus visitors, students and other College offices related to enrollment services processes, and various records and registration issues.

• Review incoming transcripts of enrolled students, including e-transcripts; submitting articulated courses into the Banner system.

• Apply placement on the student records.

• Maintain proper filing of all documents.

• Respond to email inquiries from guests and transfer students, researching requests and ensuring that accurate information is provided.

• Travel to off-campus sites as needed to provide enrollment services coverage.

• Maintain accuracy and timeliness in data entry functions.

• Demonstrate good verbal and written communication skills in responding to inquiries, redirecting calls and emails as necessary.

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

• Inventory control of department forms to include increasing insufficient supplies, as needed.

• 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.

• Perform such other duties and carry out such other responsibilities as assigned.

Minimum Qualifications

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

• Minimum five (5) years of clerical or administrative experience working with a diversified public in human services, educational, or customer services settings required.

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

• Demonstrated proficiency using MS Word and the Internet required.

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

• Willingness 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

• Minimum of two (2) years of data entry preferably in a higher education setting.

• Proficiency in MS Excel preferred.

Work Location Northeast Regional
Benefits
Special Instructions to Applicants
  • 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 August 28, 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.

TESTING FOR THIS POSITION:

Data Entry Alpha Numeric
Office Grammar and Spelling
MS Word

Salary Grade or Rank V
Salary Range $14.51 - $20.60
Job Posting Open Date 08/01/2017
Job Posting Close Date
Type of Position Classified
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 a minimum of five (5) years of clerical or administrative experience working with a diversified public in human services, educational, or customer services setting?
    • Yes
    • No
  5. * Do you have a minimum of two (2) years of data entry experience?
    • Yes
    • No
  6. * Is your data entry experience in a higher education setting?
    • Yes
    • No
  7. * Are you proficient is Microsoft Excel?
    • Yes
    • No

Documents Needed to Apply

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