Administrative Assistant III

Community College of Philadelphia; Philadelphia (Philadelphia County); On-site; USD 42,000 - 56,000; Full time

Job summary

Community College of Philadelphia seeks an Administrative Assistant III to provide clerical support for the City College for Municipal Employment program. The role coordinates office processes, maintains records, and reports student information while managing program materials and communications.

Responsibilities include meeting logistics, documentation, reporting to funding agencies, and ensuring timely data entry.

Qualifications

• Five years of clerical experience required.
• Proficiency in Microsoft Word and Excel.
• Proficient in Microsoft Office Suite.
• Excellent organizational skills and attention to detail.
• Effective oral and written communication skills.
• Ability to work well in a team and with others.
• Strong customer service and professional demeanor.
• Respect for diverse academic environments.

Responsibilities

• Assist leadership in developing office processes aligned with college practices.
• Coordinate logistics for meetings, events, and workshops.
• Maintain a centralized shared drive for program documents.
• Manage inventory of program materials and generate orders.
• Prepare and submit reports by deadlines.
• Prepare program documents and funding agency reports.
• Update files per program funding and college requirements.
• Enter weekly activity and attendance into the program database.
• Participate in off-campus training sessions as required.
• Schedule communications and take minutes at meetings.
• Maintain student documentation during Orientations.
• Follow up on incomplete documentation and RSVP lists.
• Develop and distribute monthly CCME newsletter.
• Maintain CCME master calendar and activities.
• Check general inbox daily and distribute messages to staff.
• Adhere to FERPA regulations and protect records.
• Provide quality customer service to visitors and staff.
• Contribute to the mission and core values of the College.
• Demonstrate sensitivity and respect in a diverse environment.
• Other duties as assigned.

Skills

MS Word

Excel

Microsoft Office Suite

Organization

Communication

Teamwork

Customer service

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Ellucian Banner

Job description

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.

Position Summary

The Administrative Assistant III position provides clerical support for the City College for Municipal Employment that prepares Philadelphia residents for municipal jobs. This city-funded program is designed to prepare Philadelphia residents for municipal jobs through career readiness training, certification, academic preparation, career coaching, wrap-around supports and "earn & learn" incentives. Primary responsibilities include the coordination of office processes and procedures, maintenance of records and reporting of student information, and maintaining inventory of program materials. The Administrative Assistant also prepares program related documents, forms, and memos, and support all data collection and reporting needs of the Academy.

Applicant Testing Required: Microsoft Word and Excel

Essential Responsibilities

• Assist the Associate VP and CCME Director in the development and coordination of office processes and procedures in alignment with college practices.
• Coordinate logistics for meetings, events, and workshops, including room reservations, technology setup, catering, and preparation of materials.
• Maintain a centralized shared drive for program documents and forms.
• Maintain and manage inventory of program materials, generating orders as needed.
• Prepare and submit requested reports by established deadlines.
• Prepare program documents and funding agency reports, ensuring accuracy and timeliness.
• Update and maintain hardcopy and electronic files in accordance with program funding and college requirements.
• Enter participant weekly activity and attendance information into the program database.
• Participate in off-campus training sessions as required.
• Schedule communications, take minutes at staff and team meetings, and upload finalized minutes to OneDrive within 48-72 hours.
• Collect and maintain student documentation during Orientations, ensuring copies are included in students' electronic folders.
• Follow up on applicants' incomplete documentation from Information Sessions and develop RSVP lists for in-person Orientations.
• Develop and distribute a monthly CCME newsletter.
• Develop and maintain the CCME master calendar, including activities, events, workshops, and seminars.
• Check the CCME general email inbox daily, provide status updates as appropriate, and promptly disseminate messages to the designated CCME staff for follow-up, when required.
• Adhere to FERPA regulations, maintaining the confidentiality and security of student records and other sensitive information.
• Provide quality customer service to internal and external visitors, responding to inquiries or directing them to the appropriate staff or department.
• Perform assigned duties in alignment with the mission, goals, and core values of the College.
• Demonstrate sensitivity, understanding, and respect in a diverse academic environment inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, and ethnic backgrounds.
• Other duties as assigned.

Required Qualifications

• High school diploma, or its equivalent, is required.
• Minimum of five (5) years of clerical experience required.
• Demonstrated proficiency in Microsoft Word and Excel required.
• Demonstrated proficiency in Microsoft Office Suite.
• Excellent organizational skills and attention to detail is required.
• Effective oral and written communication skills required.
• Demonstrated ability to work with a team and collaborate well with others is required.
• Effective customer service skills; including a courteous and professional demeanor is 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.

Preferred Qualifications

• Associate's degree preferred. Any and all degrees must be from a recognized institutional accreditor.
• Previous experience working with a grant-funded program is preferred.
• Experience using Ellucian Banner, or a similar enterprise-wide system, is preferred.

If you are required to submit references in your application, please provide your current supervisor and two previous supervisor's contact information.

Please note - CCP will not contact your references until a contingent offer has been made. You will have the opportunity to alert your references and current employer prior to the reference check process beginning.