Administrative Specialist B

3 weeks ago

Philadelphia, United States Community College of Philadelphia Full time

This position provides a wide range of direct support to the Administrative Support Specialist, including assisting with the Associate Vice President ( AVP )'s 's internal and external calendar, exercising independent judgment and resolving problems that are central to the Office of Enrollment Management (e.g., with the offices of Financial Aid, Admissions, and Student Records & Registration, Student Tuition Services and Regional Centers). In addition to daily interaction with students, faculty, and staff within the College, this position communicates with managers from other educational institutions, government agencies, and professional associations for meeting scheduling, event planning and other tasks under the direction of the Administrative Support Specialist. This position assists the Administrative Support Specialist in the development and implementation of administrative processes and reporting systems to support Division-wide training/staff development initiatives, information management and reporting. This position will also monitor and coordinate the daily activities of student workers in the Office of the AVP .

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

  • Perform full range of administrative tasks for the Office of the Associate Vice President, including preparing and/or editing correspondence and reports.
  • Assist with coordinating meetings for the division and serve as a backup for managing the AVPs calendar; coordinating meeting & travel arrangements; and supporting the Administrative Support Specialist and VP with division events and retreats as needed.
  • Monitor expenditures, process budget documents, and reconcile and submit invoices for the Office of the AVP .
  • Handle wide range of confidential matters, such as student complaint communications; faculty communications; Administrative and support staff personnel action forms.
  • Attend Enrollment Management meetings, as directed, and record running notes.
  • Prepare, process, and/or monitor a variety of forms, records, schedules, reports and other documents related to administrative functions of the office.
  • Participate in key planning activities related to assigned functions, with a focus on compiling background information/data needed for planning purposes; assisting staff in navigating operating systems, procedures and protocol as needed.
  • Assist in the preparation of presentation materials developed by the Office of the AVP , e.g., Power point presentations.
  • Under the direction of the Administrative Support Specialist, maintain the enrollment management tracking and reporting system.
  • Assist the Administrative Support Specialist in the implementation and maintenance of data collection and reporting systems used within the Division for internal/external reporting.
  • Provide training, as needed, for work/student students assigned to the Office of the AVP
  • Act as a resource to EMSC division staff regarding administrative processes.
  • Perform other duties and responsibilities as assigned.
  • 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.
Minimum Qualifications
  • High school diploma, or GED equivalent, is required.
  • A minimum of seven (7) years of relevant clerical experience acquired.
  • Excellent planning, administrative, attention to detail, and organizational skills required.
  • Excellent writing, oral communications, customer service skills. • Strong analytical skills and problem solving skills.
  • Must be highly skilled with and have advanced computer skills working in the Microsoft Office environment (Microsoft Word, Excel, Outlook, PowerPoint and Access) and internet research.
  • Experience in organizing and maintaining moderately complex filing and record keeping systems, including relevant experience with computerized information systems.
  • Ability to multi-task and prioritize in fast-paced environment.
  • Ability to apply discretion when dealing with sensitive and confidential issues.
  • Good general understanding of higher education organizational structure and administrative operations.
  • Strong interpersonal skills; ability to deal effectively with people from a variety of culturally diverse backgrounds internal and external to the college.
  • Must have a commitment to the mission of an urban community college;
Preferred Qualifications
  • Associate degree preferred.
  • Prior experience working in a Banner or equivalent environment preferred

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