CIO Office: Executive Assistant & Operations Coordinator

Community College of Philadelphia; Philadelphia (Philadelphia County); On-site; USD 52,000 - 75,000; Full time

Job summary

Community College of Philadelphia is seeking an experienced administrative support specialist to assist the Associate Vice President for Information Technology Services. You will manage calendars, prepare reports, coordinate meetings, and handle confidential records.

Proficiency with Word, Excel, PowerPoint and collaboration tools is expected. Responsibilities include coordinating meetings, travel, and staff documentation, while maintaining filing systems and ensuring data confidentiality.

Qualifications

• Six (6) years of work experience in a progressively responsible administrative support position is required.
• Proficiency with Microsoft Word, Excel and PowerPoint is required. Experience with Office Online, MS Teams and Forms is desired.
• Strong attention to detail and data entry accuracy; ability to multitask with changing priorities.

Responsibilities

• Provide comprehensive administrative support to the Associate Vice President/CIO and ITS leadership, including managing calendars, scheduling meetings, and preparing correspondence and reports.
• Coordinate departmental meetings, trainings, conferences and planning activities, including logistics and materials.
• Manage departmental administrative operations, including attendance, leave records, calendars, and room scheduling.
• Perform departmental business and financial support activities, including processing invoices, travel reimbursements, and budget-related documentation and records.
• Coordinate departmental travel arrangements and registrations for conferences and professional development activities.
• Support personnel administration by processing employee documentation including new-hire paperwork and salary actions.
• Maintain filing systems and ensure secure handling, storage, and retrieval of records and documents.

Education

High School diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Office Online

MS Teams

Forms

Job description

Community College of Philadelphia is seeking an experienced administrative support specialist to assist the Associate Vice President for Information Technology Services. You will manage calendars, prepare reports, coordinate meetings, and handle confidential records.

Proficiency with Word, Excel, PowerPoint and collaboration tools is expected. Responsibilities include coordinating meetings, travel, and staff documentation, while maintaining filing systems and ensuring data confidentiality.