Administrative Assistant II; Part-Time

Position: Administrative Assistant II (Part-Time)
Position Title Administrative Assistant II (Part-Time)

Requisition Number SCL
00407 General Description

Under the supervision of the Director, the Administrative Assistant II serves as a member of the Power Up Your Business team, providing administrative support for program operations. Primary responsibilities include processing adjunct faculty timesheets (C-Forms); preparing, reconciling, and submitting financial documentation such as check requests, PCard statements, and programmatic expenses; maintaining and verifying program data; logging program activities in Salesforce; and supporting day-to-day program operations and workshops.

This is a part-time position, scheduled up to 25 hours per week.

This is a grant-funded position. The continuation of employment in this position is based on the continuation of grant funding.

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

* Verify accuracy, route for approval, and maintain organized filing of Adjunct Faculty timesheets according to College and departmental procedures.

* Submit check requests and ensure all required documentation, approvals, and compliance with College purchasing and finance procedures.

* Collect and verify receipts, reconcile transactions, and confirm documentation aligns with College accounting requirements prior to submission.

* Compile, verify, and submit expense documentation for workshops, supplies, and vendor payments to ensure timely processing and budget accuracy.

* Maintain accurate and up-to-date electronic and physical files for student attendance, registration, and outcomes data.

* Log, update, and verify participant and program data in Salesforce; generate and export reports to support tracking, impact measurement, and reporting.

* Track progress on administrative components of ongoing projects; maintain task logs, timelines, and follow-up actions.

* Provide assistance in the coordination of logistics such as scheduling rooms, preparing materials, updating attendance, and providing on-site administrative assistance.

* Prepare and proofread standard correspondence, forms, and memos with accuracy and consistency.

* Monitor and maintain records of office and program supplies using standardized processes.

* Maintain proficiency in administrative systems and databases used by the department (Salesforce, Constant Contact, Microsoft Office Suite, etc.).

* Maintain sensitivity, understanding, and respect for a diverse academic and business community.

* Perform duties consistent with the mission, goals, and core values of the College.

* Other Duties as Assigned

Minimum Qualifications

* High school diploma or equivalent required

* Minimum of two (2) years in an administrative support role required

* Technical

Skills:

Proficiency in Microsoft Word and Excel required

* Ability to organize, track, and follow up on multiple tasks simultaneously.

* Strong written, verbal, and interpersonal skills to effectively communicate with students, faculty, staff, and external partners.

* Demonstrated commitment to providing professional, responsive, and courteous service.

* Strong attention to detail, time management, and ability to prioritize competing demands.

* Effectively communicates and interacts with others individually and in groups.

* Demonstrated experience working with people from diverse backgrounds and a commitment to equity and inclusion.

Preferred Qualifications

* Associate's degree preferred. (Any degree must be from a regionally accredited institution.)

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