Assistant to the Dean of Students

: With latitude for independent judgment, initiative and decision-making, serves as assistant to the Dean of Students in a highly responsible, confidential, administrative capacity. Is responsible for general oversight and management of the Dean of Student's office and daily schedule, including critical liaison with other offices and departments and oversight of (subordinate staff) student workers. May provide oversight and direction on a broad range of projects and services. (Minimum standard 50-55 wpm) 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

• Establishes specific priorities for departmental activities based on the Dean of Student's guidance and intent.
• Uses discretion to evaluate and resolve matters referred to the Dean of Student's office.
• Maintains calendar and briefs and prepares the Dean of Students for the day-to-day activities.
• Screens all guests, phone calls and correspondence, responds to incoming inquiries through [email protected] and [email protected], determining nature of visit or inquiry providing guidance on protocol or process and deciding priorities and access.
• Prepares replies, initiates action and determines priorities on matters not specifically requiring the attention of the Dean of Students.
• Assists the Dean of Students in the preparation and dissemination of information relating to the administration and management of the departments under the Dean's purview.
• Researches and prepares background materials for meetings and for the Dean of Student's review.
• Develops processes to improve and streamline administrative operations.
• Maintains/monitors all the financial accounts for the office of the Dean of Students including purchasing, bill payments and reimbursements.
• Coordinates calendars and meetings (including reserving space and ordering food) for the Dean of Students, and other executive staff members
• Helps coordinate student conduct meetings, hearings, and events
• Assists in the preparation of reports, presentations, documents, forms, and memos, and compile/summarize data ensuring accuracy of content, including but not limited to proofreading and editing
• Coordinates all travel schedules and arrangements.
• Provides assistance, and responds to verbal and written requests for information.
• Attends divisional/departmental and other meetings and takes minutes as directed.
• Process a variety of forms (C-forms, check requests, etc.), and update departmental schedules and databases, as needed.
• 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.
• Sort and direct routine mail; refer non-routine or priority mail to the appropriate person.
• Submit service requests for required maintenance of departmental equipment such as printers, copiers, etc.
• Deliver quality customer services to both internal and external constituents in a professional, helpful and courteous manner, handling priority communications efficiently and with tact, and maintaining records of communication.
• 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 equivalent required; Associate's degree preferred.
• Seven (7) years of clerical and administrative experience in a confidential, fast-paced professional environment required.
• Strong computer proficiency utilizing MS Office including Word and Excel required.
• 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

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

Work Location Main Campus Benefits “Success Starts Here” is our message to the Philadelphia community - and 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. Our benefits include:

• 100% College-paid medical, dental and prescription drug for employees and all of their eligible family members
• College-paid life and disability insurance
• College closes for Winter Break the week between Christmas and New Years and for a week in March for Spring Break
• College operates on a 4-day work week during the summer months (off on Fridays)
• Most employees work from home one day each week
• 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
• Health care and dependent care flexible spending accounts
• Paid vacation plus holiday and personal time off

Special Instructions to Applicants Interested persons should complete an online application.

• 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.

Salary Grade or Rank 7