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Administrative Assistant II

3 hours ago

Philadelphia, Pennsylvania, United States Inside Higher Ed Full time

Position Title
Administrative Assistant II (Part-Time)

Requisition Number
SCL00407

General Description
Under the supervision of the Director, the Administrative Assistant II serves as a member of the Power Up Your Business team, providing administrative support for program operations. Primary responsibilities include processing adjunct faculty timesheets (C-Forms); preparing, reconciling, and submitting financial documentation such as check requests, PCard statements, and programmatic expenses; maintaining and verifying program data; logging program activities in Salesforce; and supporting day-to-day program operations and workshops.

This is a part-time position, scheduled up to 25 hours per week.

This is a grant-funded position. The continuation of employment in this position is based on the continuation of grant funding.
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

  • Verify accuracy, route for approval, and maintain organized filing of Adjunct Faculty timesheets according to College and departmental procedures.
  • Submit check requests and ensure all required documentation, approvals, and compliance with College purchasing and finance procedures.
  • Collect and verify receipts, reconcile transactions, and confirm documentation aligns with College accounting requirements prior to submission.
  • Compile, verify, and submit expense documentation for workshops, supplies, and vendor payments to ensure timely processing and budget accuracy.
  • Maintain accurate and up-to-date electronic and physical files for student attendance, registration, and outcomes data.
  • Log, update, and verify participant and program data in Salesforce; generate and export reports to support tracking, impact measurement, and reporting.
  • Track progress on administrative components of ongoing projects; maintain task logs, timelines, and follow-up actions.
  • Provide assistance in the coordination of logistics such as scheduling rooms, preparing materials, updating attendance, and providing on-site administrative assistance.
  • Prepare and proofread standard correspondence, forms, and memos with accuracy and consistency.
  • Monitor and maintain records of office and program supplies using standardized processes.
  • Maintain proficiency in administrative systems and databases used by the department (Salesforce, Constant Contact, Microsoft Office Suite, etc.).
  • Maintain sensitivity, understanding, and respect for a diverse academic and business community.
  • Perform duties consistent with the mission, goals, and core values of the College.
  • Other Duties as Assigned

Minimum Qualifications

  • High school diploma or equivalent required
  • Minimum of two (2) years in an administrative support role required
  • Technical Skills: Proficiency in Microsoft Word and Excel required
  • Ability to organize, track, and follow up on multiple tasks simultaneously.
  • Strong written, verbal, and interpersonal skills to effectively communicate with students, faculty, staff, and external partners.
  • Demonstrated commitment to providing professional, responsive, and courteous service.
  • Strong attention to detail, time management, and ability to prioritize competing demands.
  • Effectively communicates and interacts with others individually and in groups.
  • Demonstrated experience working with people from diverse backgrounds and a commitment to equity and inclusion.

Preferred Qualifications

  • Associate's degree preferred. (Any degree must be from a regionally accredited institution.)
  • Experience in higher education or small-business program support preferred.
  • Experience with Salesforce or similar client-management systems preferred.
  • Experience preparing check requests, assisting with PCard reconciliation, and processing programmatic expenses preferred.

Work Location:
Main Campus

Benefits Summary
Benefits:
"Success Starts Here" at Community College of Philadelphia. We recognize that our success as a college and the success of our students starts with our employees. Our employees are vital to our success. Our total compensation package includes a comprehensive offer of benefits that are unrivaled by most.
Full-time faculty and staff benefits include:

  • College-paid medical, dental, drug, life and disability insurance· Tuition remission (for classes at the college)
  • Forgivable tuition loan (for classes at any accredited academic institution)
  • 403(b) retirement plan with 10% College contribution with employee contribution 5%
  • Flexible spending accounts· Paid vacation, holiday and personal time· Partial remote work schedule for remote work eligible positionsAdditional College benefits:
  • Winter break: 1 week around the third week in December and New Years· Spring Break: 1 week in March· Summer Hours: 4-day work week (closed on Fridays) from the 2nd week in May through the 3rd week in AugustFor More information about the College benefits and eligibility based on employee class, please visit:

Salary Grade Or Rank
5

Min Salary
$ 24.00

Max Salary
$ 36.72

Job Posting Open Date
12/17/2025

Type Of Position
Classified

Employment Status
Part-Time

Special Instructions To Applicants
Applicant Testing Required: Microsoft Word, Microsoft Excel

Interested candidates should complete an online application.

  • Cover Letter of interest and resume required.
  • Name and contact information of 3 references required.
  • Employment offers are contingent upon successful completion of background checks in accordance with PA Child Protective Services Law.
  • Must be legally eligible to work in the U.S.

Community College of Philadelphia is an equal opportunity employer and does not discriminate on the basis of race, sex, sexual orientation, gender identity, religion, color, national or ethnic origin, age, disability, status as a Vietnam Era Veteran or disabled veteran or any other status protected by law, in matters pertaining to employment.