Assistant to The Dean of Liberal Studies

2 weeks ago

Philadelphia, United States Community College of Philadelphia Full time

Assistant to the Dean of Liberal Studies provides administrative support to the Dean, including organizing and maintaining the Dean’s calendar, coordinating the work flow for the Division, and supervising the Division’s office administrative assistants. The position responds to various types of inquiries across College departments and divisions.**College Intro**
- Success starts at Community College of Philadelphia. Innovators and difference makers work at Community College of Philadelphia. Diversity thrives at Community College of Philadelphia. We are a college that is committed to promoting a work environment that attracts and retains talented and diverse faculty and staff. We challenge each other and ourselves to achieve at the highest level while contributing to the mission of the College and the betterment of Philadelphia. We value and support an intellectually dynamic community to prepare our students for global citizenship. Join us and become a part of a community that has long been and will continue to be generators of generational chance in this city and beyond._
- Community College of Philadelphia is an open-admission, associate-degree-granting institution which provides access to higher education for all who may benefit. Its programs of study in the liberal arts and sciences, career technologies, and basic academic skills provide a coherent foundation for college transfer, employment and lifelong learning. The College serves Philadelphia by preparing its students to be informed and concerned citizens, active participants in the cultural life of the city, and enabled to meet the changing needs of business, industry and the professions. To help address broad economic, cultural and political concerns in the city and beyond, the College draws together students from a wide range of ages and backgrounds and seeks to provide the programs and support they need to achieve their goals._

**Specific Responsibilities**
- Provide full range of administrative support to the Dean, Division of Liberal Studies. Maintain calendar of appointments and prioritize meetings using discretion and independent judgment.
- Serve as point-of-contact for the office communicating to all constituencies within and outside the college community.
- Prepare proposals, presentations, and other documents and forms which may include memorandums, letters, agreements, minutes, agendas and departmental records.
- Maintain attendance and lateness records for the Division.
- Initiate meetings with staff to communicate, delegate and distribute work assignments; prioritize work assignments to ensure timely completion and reviews work on a periodic basis to ensure accuracy and quality.
- Serve as a lead in assigning tasks to administrative office staff and student workers; providing direction, supervision and training on various office procedures and work methods.
- Under the direction and approval of the Assistant Dean, Liberal Studies, conduct annual performance review of clerical support staff.
- Provide information and assistance to instructors, students, and department chairs on Division matters including academic procedures, researching payment issues for instructors, researching grades, and entering teaching assignments into Banner.
- Maintain efficient operation of office machines; contact appropriate repair/maintenance vendors as needed; oversee the office supplies inventory and requisitions supplies to ensure availability in support of efficient departmental operations.
- Maintain a database to track confidential administrative forms that pertain to student/instructor information relating to academic records including Change of Grade; Credit by Exam; Credit for Life Experience; Liberal Studies Division faculty information; Tuition Remission; and Request for Graduation Waiver.
- Deliver quality customer services to both internal and external constituents in a professional, helpful and courteous manner.
- Perform other duties as assigned.

**Minimum Qualifications**
- Associate’s degree with five (5) or more years of relevant work experience; or a High School diploma (or GED equivalent) with at least eight (8) years of relevant work experience required.
- Previous supervisory experience required.
- Excellent written and verbal communication skills required.
- Demonstrated proficiency using Microsoft Word and Excel required.
- Experience with an enterprise-wide information systems required.
- Ability to organize and manage multiple projects simultaneously.
- Excellent problem solving, critical thinking and decision making skills required.
- Detail-oriented with ability to bring tasks and projects to completion required.
- Ability to use independent judgment and maintain confidentiality at all times 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.

**Pr

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