Position Information
General Description
The Office Administrative Associate position provides clerical support for Catto Scholarship. This city-funded program is designed to help first-time full time college students with last dollar tuition funding, academic coaching, and wrap-around support. 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 OAA also prepares program related documents, forms, and memos.
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
- Assist the Executive Director in the development and coordination of office processes and procedures in alignment with college processes and procedures.
- Update and maintain hardcopy and electronic files in accordance with program funding and college requirements.
- Maintain documentation of prospective and enrolled students.
- Enter participant weekly activity and attendance information into the program database.
- Maintain and create inventory of all program materials and generate orders as needed.
- Prepare documents and funding agency reports, as needed.
- Prepare correspondence and proofread as requested by program staff.
- Participate in off-campus training sessions as needed.
- Adhere to FERPA regulations as they pertain to maintaining the security and confidentiality of all student records, as well as maintain the confidentiality of other documents on behalf of the work area and the College.
- Screen and respond to calls and inquiries; take accurate messages and redirect calls as necessary.
- Provide quality customer service to internal and external visitors to the department; responding to questions or directing to the appropriate staff member or department.
- Perform assigned duties in a manner consistent with the mission, goals, and core values of the College.
- 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.
- Other duties as assigned.
Minimum 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.
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 positions
Additional 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 August
Special Instructions to Applicants
Applicant Testing Required:
MS Word
MS 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.
