Administrative Assistant II in Philadelphia, Pennsylvania at Community College of Philadelphia

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.

Applicant Testing: Microsoft Word, Excel

This position serves as the principal administrative coordinator for the Assistant Dean of Liberal Studies. Responsibilities include executive support, budget administration, reporting, data management, technology coordination, administrative project management, process improvement, and office workflow coordination.

This position requires initiative, independent judgment, strong analytical and problem-solving skills, advanced technology proficiency, and the ability to manage multiple priorities simultaneously.

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

• Associate's Degree required.
• Two (2) 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.
• Demonstrated 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.

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

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 .