Executive Assistant I - Information Technology in Philadelphia, Pennsylvania at Community College of Philadelphia
Job Description
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.
Position SummaryProvide administrative support activities for the Associate Vice President for Information Technology Services in the preparation and processing of a variety of reports, records, forms, scheduling of meetings, and other documents or activities related to the overall administrative support functions for the Office of Associate Vice President for Information Technology Services, maintaining high degree of con?dentiality in all functions.
Essential Responsibilities- Provide comprehensive administrative support to the Associate Vice President/CIO and Information Technology Services (ITS) leadership, including managing calendars, scheduling meetings, coordinating appointments, and preparing correspondence, reports, forms, and other departmental documents.
- Coordinate and support departmental meetings, training sessions, conferences, and planning activities, including scheduling, logistics, preparation of materials, recording notes, and maintaining related records.
- Manage departmental administrative operations, including monitoring staff attendance and leave records, maintaining departmental calendars, communicating staffing updates, and coordinating conference room scheduling.
- Perform departmental business and financial support activities, including processing invoices, payment requests, travel reimbursements, hotel accommodations, budget-related documentation, and maintaining related records and reports.
- Coordinate departmental travel arrangements and registrations for conferences, workshops, training programs, and other professional development activities.
- Support personnel administration by processing and maintaining employee-related documentation, including new-hire paperwork, position changes, salary actions, attendance records, and other approved personnel transactions.
- Coordinate departmental office operations and facilities support, including ordering supplies, maintaining inventory, submitting maintenance and service requests, receiving deliveries, and serving as a liaison with vendors and service providers.
- Collect, compile, maintain, and prepare departmental data, reports, records, and documentation to support operational, planning, compliance, and reporting requirements.
- Receive, screen, and respond to departmental communications, including telephone calls, voicemail messages, mail, email inquiries, and requests for information, directing matters to appropriate staff as necessary.
- Prepare presentations, training materials, spreadsheets, reports, and other documents utilizing Microsoft Office and related technologies.
- Maintain electronic and physical filing systems and ensure the secure handling, storage, retention, and retrieval of departmental records and documents.
- Assist with administrative processes related to work-study students and other temporary staff assignments as directed.
- Maintain strict confidentiality and security of personnel records, departmental information, and other sensitive or confidential materials.
- Deliver professional, responsive, and customer-focused service to students, employees, vendors, and external constituents.
- High School diploma, or equivalent (e.g. GED) is required.
- Six (6) years of work experience in a progressively responsible administrative support position is required.
- Demonstrated pro?ciency 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 is required. Demonstrated ability to perform multiple tasks with changing priorities is required.
If you are required to submit references in your application, please provide your current supervisor and two previous supervisor's contact information.
Please note - CCP will not contact your references until a contingent offer has been made. You will have the opportunity to alert your references and current employer prior to the reference check process beginning.
Thank you for your interest in opportunities at Community College of Philadelphia. Below is a summary of the comprehensive benefits package available to administrative employees.
Classified and Confidential Full-Time employees receive a competitive benefits package that includes:
Medical, prescription, dental, and vision coverage at no cost (PPO buy-up plan available at a cost)
College-paid life insurance and long-term disability
403(b) retirement plan with a 10% College contribution when you contribute 5%
Generous paid time off, including:
Vacation time: prorated paid vacation in your first year, with accrual increasing based on length of servicefrom 10 days annually (6.25 hours/month) for 12 years, to 15 days (9.38 hours/month) for 34 years, and up to 20 days (12.5 hours/month) after 5 years
Personal time: 30 hours annually (4 days - prorated based on hire date)
Sick time: paid at 100% with appropriate documentation
Paid bereavement leave
Paid holidays
Tuition remission (100%) for employees and eligible dependents
Forgivable Loan Program
Employee Assistance Program (EAP)
Additional perks include winter break, spring break, and summer hours (4-day workweek)
For additional details, please visit our benefits page .
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