Office Administrative Associate, Academic Records

4 weeks ago

Philadelphia, United States Community College of Philadelphia Full time

Under general supervision, requiring the use of independent judgment, initiative and decision making, provides administrative and clerical support for the Academic Records Unit. Primary responsibilities include verifying enrollment status and degree awards, processing academic transcripts, correcting and updating academic records, and processing enrollment error reports from the National Student Clearinghouse. Additionally, the employee must be knowledgeable about related College academic procedures as they impact the support of records maintenance. Occasional extended hours and Saturdays as needed.

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.

Specific Responsibilities

  • Process duplicate PIDMs (Personal Identification Master)in Banner.
  • Update student PA Secure Identification information in Banner.
  • Prepare and log excused withdrawal requests for review; check for holds and grades, ensure proper documentation is attached, and email students receipt of request.
  • Review and process enrollment error reports from the National Student Clearinghouse.
  • Process online degree verification from the National Student Clearinghouse.
  • Provide clerical support to supervisor.
  • Manage Records department email account; research and respond to emails and/or process requests, or appropriately route within the office for proper follow up.
  • Ensure proper student enrollment certification and recordkeeping through daily use of computer and online systems.
  • Respond to inquiries regarding academic record issues (Enrollment Services counter, phone, email, and correspondence).
  • Prepare and organize work for work study students and staff, and provide training as needed.
  • Process academic transcripts as needed.
  • Provide assistance with grade adjustments, attendance reporting and the certification of Veterans Education Benefits as needed .
  • Provide backup support for Registration counter services and Imaging Unit, as needed.
  • Communicate any functional and business process issues to supervisor or appropriate administrator.
  • 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.
  • 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.
  • Deliver quality customer services to both internal and external constituents in a professional, helpful and courteous manner.
  • Perform other duties as assigned.
Minimum Qualifications
  • High School Diploma or GED equivalent required.
  • Minimum of five (5) years of experience in an administrative or clerical support position required.
  • Strong communication (oral and written) and interpersonal skills in all media (phone, face-to-face, and email) required to effectively communicate with students, the general public, and College staff and faculty.
  • Strong organizational, record keeping and time management skills required.
  • Demonstrated excellence in providing customer service to internal and external stakeholders (e.g., students, parents, faculty and the general public) in person, via the telephone and via e-mail required.
  • Demonstrated proficiency with MS Word and Excel required.
  • Experience working with people from a variety of culturally diverse backgrounds required.
  • Full and regular attendance required.
  • Professional appearance and demeanor required.
  • Ability to work extended hours and occasional Saturdays as needed.
Preferred Qualifications
  • Associate degree preferred from an accredited institution of higher education.
  • Prior experience working in a Banner or equivalent environment preferred.

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