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Executive Assistant to the Vice President for Academic & Student Success

Community College of Philadelphia

Job Description

 

Reporting to the Vice President, the Executive Assistant to the VP for Academic and Student Success oversees various administrative functions related to the day-to-day operations of the Academic and Student Success division. This position demonstrates strong decision-making and judgment in responding to various internal and external constituents on behalf of the Vice President. The Executive Assistant manages the Vice President’s calendar to include coordination and prioritization of internal and external meetings, travel arrangements, and the creation and dissemination of meeting materials, agendas and minutes for VP facilitated meetings; and establishes work procedures and standards to improve administrative efficiency and effectiveness, while ensuring compliance with College policies and procedures.

 

Specific Responsibilities
  • Oversee various administrative functions related to the day-to-day operations of the Academic and Student Success Division.
  • Assist the Vice President in responding to matters requiring comprehensive knowledge of department policies and procedures.
  • Establish work procedures and standards to improve administrative efficiency and effectiveness, while ensuring compliance with College policies and procedures.
  • Demonstrate strong decision-making and judgment in responding to various internal and external constituents on behalf of the Vice President, directing inquiries, or providing the required information in an efficient and appropriate manner.
  • Respond to various types of inquiries and correspondence; initiating, screening and proofreading documents on behalf of the Vice President.
  • Manage the Vice President’s calendar to include coordination and prioritization of internal and external meetings, travel arrangements, and the creation and dissemination of meeting materials, agendas and minutes for VP facilitated meetings.
  • Coordinate correspondence, requests and information related to divisional activities.
  • Assist in the preparation of agenda materials for board and various committee meetings.
  • Prepare, process, and/or monitor a variety of forms, records, reports and other documents related to the administrative functions of the division.
  • Monitor expenditures, process budget documents and purchase orders; preparing expense reports and invoices for payment.
  • Assist the division with special projects and department-related activities, as needed.
  • Work extended hours, as needed.
  • Other duties as assigned.

 

Minimum Qualifications
  • Associate’s degree or equivalent college credits required.

 

 
  • 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 in a fast paced work environment required.
  • Excellent verbal and written communication skills required, including the ability to communicate with tact and diplomacy is required.
  • Advanced level proficiency in the use of Microsoft Word and Outlook required.
  • Intermediate level proficiency in the use of Microsoft Excel and PowerPoint is required.
  • Strong initiative and demonstrated ability to work well independently 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
  • Bachelor’s degree preferred. Any and all degrees must be from a recognized institutional accreditor.
  • Previous work experience in a college, academic office is preferred.

 

Work Location
Main Campus

 

Benefits

 

 
Special Instructions to Applicants
THIS POSITION IS ELIGIBLE FOR PARTIAL REMOTE WORK
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 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
8

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