Office Administrative Associate

The Office Administrative Associate provides administrative and clerical support to the College’s Admissions department and International Student Services Office. This position performs a variety of clerical and administrative duties in support of the department’s operations, such as screening guests, preparing correspondence, maintaining schedules and calendars, compiling data, resolving admissions related issues, facilitating the admissions process for students, and preparing reports.

Required testing for this position:

Office Grammar and Spelling
MS Word
Specific Responsibilities

• Format and prepare documents, forms, correspondence, memos, etc.; proofreading documents for accuracy.

• Process a variety of forms, maintaining appropriate records, updating departmental schedules and databases, as needed.

• Provide quality service in responding to faculty, staff and administration at all levels, handling priority communications efficiently and with tact, and maintaining records of communication.

• Screen guests including individuals who visit the International Student Services Office, phone calls and correspondence, determining the nature of the visit or inquiry, providing guidance on protocol and process.

• Respond to various types of inquiries and correspondence, analyzing requests and gathering information to provide the appropriate response.

• Ensure the security and confidentiality of all student information and other confidential documents.

• Maintain and oversee departmental inventories, anticipating and planning for needed supplies for upcoming or seasonal events and activities; preparing and executing purchase requisitions and supply orders, as needed.

• Maintain knowledge of departmental processes and procedures, applying knowledge to provide information to students about Admissions and International Student Services.

• Participate in the coordination of meetings or events, attend planning sessions, reserve space, notify attendees, and provide materials and handouts as needed.

• Sort and direct routine mail; refer non-routine or priority mail to the appropriate person.

• Assist students in scheduling appointments, demonstrating good judgment in providing information concerning the Director of Admissions and Enrollment Management and the Coordinator of International Student Services’ schedules and availability.

• Assist with the student intake process in the International Student Services Office.

• Assist the Director of Admissions and Enrollment Management and the Coordinator of International Student Services in the selection of student workers, providing direction in accomplishing day-to-day tasks.

• Assist the Director of Admissions and Enrollment Management and the Coordinator of International Student Services in maintaining the department’s Production Calendar.

• Maintain Daily Schedule for the Director of Admissions and Enrollment Management and the Coordinator of International Student Services.

• Take minutes of staff meetings and other meetings as assigned by the Director of Admissions and Enrollment Management and the Coordinator of International Student Services.

• Deliver quality customer services to both internal and external constituents in a professional, helpful and courteous manner.

• 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.

• Perform assigned duties in a manner consistent with the mission, goals, and core values of the College.

• Perform other duties as assigned.

Minimum Qualifications

• High school diploma, or its equivalent (e.g. GED), required.

• Five (5) years of clerical and administrative experience in a fast-paced professional environment required.

• Strong computer proficiency utilizing MS Word.

• Demonstrated excellence in customer service in dealing with internal (students, faculty, and staff) and external constituencies required.

• Strong interpersonal, written and oral communication skills required.

• Ability to proofread and edit reports, memoranda, letters and other documents with minimal supervision required.

• Ability to meet deadlines, handle multiple tasks and balance multiple priorities required.

• Ability to organize and plan work methodically with attention to detail required.

• Professional appearance and demeanor required.

Preferred Qualifications

• PowerPoint and Excel preferred.

• Prior experience working in a Banner or equivalent environment preferred.

Work Location Main Campus
Benefits
Special Instructions to ApplicantsAll new employees will be required to submit proof of their primary vaccination series as a condition of employment by their hire date absent a valid exemption. Any new employee who does not have a valid exemption must also provide proof of their booster shot within thirty days of becoming eligible.

Interested persons should complete an online application

Cover letter of interest and resume REQUIRED

Names and contact information of 3 professional references OPTIONAL

Review of applications will commence on March 14, 2022 and will continue until the position is filled.

Applicants must be legally eligible to work in the U.S. Community College of Philadelphia is an Affirmative Action, Equal Opportunity and Equal Access Employer. The College encourages applications from individuals from traditionally underrepresented groups.

Salary Grade or Rank 5