Administrative Assistant III

Community College of Philadelphia•Main Campus - Philadelphia, PA

13d

About The Position

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.

Requirements

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.

Nice To Haves

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.

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.