Senior Administrative Assistant for City Programs

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

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.