Community College of Philadelphia Hiring for Administrative Support Specialist, Engagement Office at Main Campus Full Time

Administrative Support Specialist, Engagement Office

Requisition Number:

SCA00750

General Description:

Administrative Support Specialist, Engagement Office provides high-level administrative support for the College’s Chief Engagement Officer in the areas of planning, coordination and implementation of projects and strategic initiatives. Primary responsibilities include facilitating project logistics, assist with tracking legislation, and lobbying reports, and establishing work procedures and standards to improve operational efficiencies. This position is also responsible for the coordination of consultants, tracking budget expenditures, updating the content of the division website, and preparation of presentation and communications on behalf of the Chief Engagement Officer.

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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:

• Provide calendar management and scheduling of meetings on behalf of the Chief Engagement Officer and department.
• Respond to various types of inquiries and correspondence; screening and proofreading documents on behalf of the Chief Engagement Officer.
• Screen telephone calls thoroughly and diplomatically, providing preliminary information to internal and external callers as appropriate and directing inquiries and requests as needed.
• Manage the Chief Engagement Officer’s calendar and coordinate travel arrangements, as needed.
• Provide facilitation and support for CCP Corporate Volunteer Council for the Office of Engagement and facilitation of project logistics such as meetings, conference rooms, conference calls, etc.
• On behalf of the Chief Engagement Officer, serve as the department’s primary contact with internal departments and external organizations; exercising sound judgment in obtaining or providing the required information in a professional manner.
• Prepare correspondence and forms related to departmental activities.
• Sort, direct and track mail; handling acknowledgments and responses to requests.
• Prepare, process, and/or monitor a variety of forms, records, reports and other documents related to the administrative functions of the department.
• Monitor expenditures, process budget documents and purchase orders; preparing expense reports and invoices for payment.
• Assist in coordination materials for meetings, reports, projects, presentations and mailings.
• Provide administrative support with special projects, events and activities, as needed.
• Research and resolve inquiries related to established policies and procedures; escalating issues that require the attention of the Chief Engagement Officer as needed.
• Order supplies, submit work orders, and prepare attendance forms for processing on behalf of the department.
• Collaborate with other individuals and departments to accomplish assignments and projects.
• Demonstrate sound judgment in responding to requests for information and aid as appropriate.
• Deliver quality customer service to both internal and external constituents in a professional, helpful and courteous manner.
• Other duties as assigned.

Minimum Qualifications:

• High school diploma, or GED equivalent, required. Any and all degree(s) must be from a nationally accredited institution of higher learning.
• Five (5) or more years of relevant work experience in a senior level administrative assistant role required.
• Excellent organizational skills, including the ability to prioritize and multi-task required.
• Excellent verbal and written communication skills required, including the ability to communicate with tact and diplomacy required.
• Advanced level proficiency using Microsoft Word and Outlook required.
• Intermediate level proficiency in the use of Microsoft Excel and PowerPoint is required.
• Ability to work well independently and demonstrate initiative in carrying out job responsibilities is required.
• Ability to work extended hours, as needed, is required.
• Strong attention to detail and accuracy is required.
• Ability to demonstrate sound judgment and decision-making 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.

Work Location:

Main Campus

Benefits Summary:

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

For More information about the College benefits and eligibility based on employee class, please visit: https://www.myccp.online/human-resources/benefits-eligibility

Salary Grade or Rank:

8

Min Salary/Hourly Rate:

$20.60

Max Salary/Hourly Rate:

$40.70

Job Posting Open Date:

04/02/2024

Type of Position:

Confidential

Employment Status :

Full-Time

Special Instructions to Applicants:

Interested persons should complete an online application.

Applications Requirements:

• Cover letter of interest and CV/resume REQUIRED.
• Name and contact information for three (3) references REQUIRED.
• Employment offers are contingent upon successful completion of background checks in accordance with the Pennsylvania Child Protective Services Law.
• Must be legally eligible to work in the U.S. Community College of Philadelphia is an affirmative action, equal opportunity and equal access employer.

Community College of Philadelphia is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.