Administrative Assistant II

Community College of Philadelphia; Philadelphia (Philadelphia County); On-site; USD 48,000 - 64,000; Full time

Job summary

Community College of Philadelphia is seeking an administrative coordinator to support the Assistant Dean of Liberal Studies. The role focuses on executive support, budget administration, reporting, data management, and process improvements.

Responsibilities include calendar management, preparing briefs and presentations, coordinating communications, maintaining confidential records, and tracking budgets. Proficiency with Microsoft 365 apps, Banner, and reporting tools is essential.

Qualifications

• Associate's Degree required.
• Two years of progressively responsible administrative experience required.
• Advanced proficiency in Microsoft Excel, Word, Outlook, Teams, and Microsoft 365 applications required.
• Experience preparing reports and presentations required.
• Strong analytical, organizational, and problem-solving skills required.
• Demonstrated ability to coordinate multiple projects and priorities simultaneously required.
• Excellent written and oral communication skills required.
• Ability to exercise independent judgment and maintain highly confidential information required.

Responsibilities

• Serve as primary administrative support professional to the Assistant Dean.
• Manage the Assistant Dean's calendar, appointments, meetings, and scheduling priorities.
• Prepare correspondence, reports, presentations, briefing materials, agendas, and meeting documentation.
• Coordinate divisional communications on behalf of the Assistant Dean.
• Maintain confidential personnel, financial, and administrative records.
• Assist with monitoring divisional budgets and expenditures.
• Maintain budget tracking systems and financial documentation.
• Coordinate procurement activities, purchasing transactions, and vendor communications.
• Compile, validate, organize, and analyze divisional operational data.
• Prepare routine and ad hoc reports, dashboards, and presentations.
• Support accreditation, assessment, and compliance-reporting initiatives.
• Develop and maintain electronic records systems and workflow tools.
• Coordinate technology solutions and process improvements for divisional operations.
• Track divisional projects, action items, deadlines, and deliverables.
• Coordinate special projects, strategic initiatives, and committee activities.
• Maintain office procedures and coordinate workflow among divisional administrative staff.
• Serve as a resource regarding divisional procedures, administrative practices, and operational information.
• Utilize Microsoft 365 applications, Banner, reporting systems, workflow tools, and approved productivity technologies.
• Perform other related duties as assigned.

Skills

Advanced Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

Microsoft 365 applications

Report writing

Analytical skills

Project coordination

Written and oral communication

Confidentiality and judgment

Education

Associate's Degree

Tools

Banner ERP

Job description

Applicant Testing: Microsoft Word, Excel

This position serves as the principal administrative coordinator for the Assistant Dean of Liberal Studies. Responsibilities include executive support, budget administration, reporting, data management, technology coordination, administrative project management, process improvement, and office workflow coordination.

This position requires initiative, independent judgment, strong analytical and problem-solving skills, advanced technology proficiency, and the ability to manage multiple priorities simultaneously.

• Serve as primary administrative support professional to the Assistant Dean.
• Manage the Assistant Dean's calendar, appointments, meetings, and scheduling priorities.
• Prepare correspondence, reports, presentations, briefing materials, agendas, and meeting documentation.
• Coordinate divisional communications on behalf of the Assistant Dean.
• Maintain confidential personnel, financial, and administrative records.
• Assist with monitoring divisional budgets and expenditures.
• Maintain budget tracking systems and financial documentation.
• Coordinate procurement activities, purchasing transactions, and vendor communications.
• Compile, validate, organize, and analyze divisional operational data.
• Prepare routine and ad hoc reports, dashboards, and presentations.
• Support accreditation, assessment, and compliance-reporting initiatives.
• Develop and maintain electronic records systems and workflow tools.
• Coordinate technology solutions and process improvements for divisional operations.
• Track divisional projects, action items, deadlines, and deliverables.
• Coordinate special projects, strategic initiatives, and committee activities.
• Maintain office procedures and coordinate workflow among divisional administrative staff.
• Serve as a resource regarding divisional procedures, administrative practices, and operational information.
• Utilize Microsoft 365 applications, Banner, reporting systems, workflow tools, and approved productivity technologies.
• Perform other related duties as assigned.

• Associate's Degree required.
• Two (2) years of progressively responsible administrative experience required.
• Advanced proficiency in Microsoft Excel, Word, Outlook, Teams, and Microsoft 365 applications required.
• Experience preparing reports and presentations required.
• Strong analytical, organizational, and problem-solving skills required.
• Demonstrated ability to coordinate multiple projects and priorities simultaneously required.
• Excellent written and oral communication skills required.
• Ability to exercise independent judgment and maintain highly confidential information required.

• Experience supporting executive-level administrators preferred.
• Experience with budget monitoring, procurement, or financial recordkeeping preferred.
• Experience using Banner or a comparable ERP system preferred.