Administrative Assistant II

Community College of Philadelphia•Main Campus - Philadelphia, PA

15h

About The Position

This position serves as the principal administrative coordinator for the Assistant Dean of Liberal Studies. It provides executive support and coordinates budget administration, reporting, data management, technology, administrative projects, process improvement, and office workflows. The role calls for initiative, independent judgment, strong analytical and problem-solving skills, advanced technology proficiency, and the ability to manage multiple priorities simultaneously. The position uses Microsoft 365 applications, Banner, reporting systems, workflow tools, and approved productivity technologies. Applicant testing includes Microsoft Word and Excel. Other related duties may be assigned.

Requirements

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.
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.

Nice To Haves

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

Responsibilities

Serve as the 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.
Use Microsoft 365 applications, Banner, reporting systems, workflow tools, and approved productivity technologies.
Perform other related duties as assigned.