Position Summary
Delaware County Community College (DCCC), located outside of the Philadelphia Metro area, is looking for a dedicated and dynamic Administrative Assistant to join our team of higher education professionals who are committed to student success.
The Administrative Assistant reports directly to the Dean. In addition to assisting the Dean and Assistant Dean with general office support services, the Administrative Assistant also provides office support to the Director of Paralegal Studies, Director of Culinary Arts and Division faculty.
Essential Functions
- Maintain textbook inventory: work with full-time faculty in updating Excel spreadsheet with adopted textbooks; place orders and distribute copies of textbooks and instructional resources to adjunct faculty; communicates with branch campuses and bookstores on adopted textbooks.
- Assist Director of Paralegal Studies with maintaining files for American Bar Association Accreditation reports.
- Maintain and update Lexis Nexus Student/Faculty Accounts for Paralegal Studies programs.
- Maintain office supply inventory and ordering of supplies.
- Assist faculty with inquiries.
- Answer the telephone and greet students and visitors.
- Schedule appointments for administrators in Outlook.
- Assist students with questions about the Division courses, curricula, and course schedules.
- Use Banner 9 to create and cancel courses and process student course registrations and course changes.
- Assist students with contacting faculty.
- Use BI Portal, Argos, Zogotech and other institution data systems to generate class lists, chronological reports, Division reports.
- Maintain mailboxes and distribute mail.
- Maintain main office and faculty printers, i.e., order paper, and place service calls.
- Prepare purchase orders as requested.
- Process travel expense reports for faculty and administrators.
- Maintain travel budget spreadsheet for Dean:
- Assist with departmental events/meetings: room reservations, menu coordination, arrange technical support, clerical support.
- Assist with occasional evening functions including but not limited to Adjunct Faculty Professional Development, Law Day Dinner, Culinary Arts fundraisers.
- Post daily class cancelations in delaGATE
- Generate Division Certificates of Competency and related correspondence to graduates.
- Type memos, letters, and reports.
- File all forms for division.
- Prepare and send appointment letters, set appointment dates for student meetings, and Final Resolution Letters to Students via Maxient for Academic Grade Appeals and Student Grievances.
- Generate regular student communications for students regarding graduation, class cancellations, class offerings, and other retention initiative communications as needed.
- Perform other duties as assigned.
The successful candidate must be an engaging, effective, innovative, dynamic collaborator who will have demonstrated knowledge of the best practices associated with administrative support, and customer service. This individual will have access to sensitive student and community member information and is expected to handle such information within confidential information guidelines and with integrity and professionalism. The successful candidate will also actively participate in creating an environment that encourages, models, embraces, and incorporates diverse thoughts and perspectives of all individuals of various backgrounds, ideas, and perspectives to foster an all-inclusive atmosphere and drive results.
Experience & Education
Qualified candidates will have a minimum of two (2) years of administrative/office management related experience, technical training, or equivalent combination of education & experience. Prior related experience in an educational setting is preferred. High School diploma/GED or equivalent required; Associates degree from an accredited institution or equivalent combination of education, administrative experience, or technical training is preferred.
Supplemental Information
Background Clearances: Act 153 Clearances (Act 34 PA Criminal Background History, Act 151 PA Child Abuse History, Act 114 FBI Clearance); Verification of educational credentials
For immediate consideration, interested candidates can apply online at https://www.schooljobs.com/careers/dccc
DCCC offers a great competitive salary, with an outstanding benefits package which includes: Medical, Dental, Vision, and Prescription Drug for all benefit eligible employees; College Paid Disability and Life Insurance; Flexible Spending Accounts; 403(b) Defined Contribution Retirement Plans (5% Employee Mandatory Contribution and a 10% Match by the College); Generous PTO, Holiday and Winter Break Schedule; Tuition Waiver & Tuition Reimbursement benefits; and a Four (4) Day Work Week Each Summer; Professional Development Opportunities; and a Supportive Work/Life Balance Campus Environment. Note: Temporary and Grant-funded employees are not eligible for tuition reimbursement unless the specific grant supports such funding for these purposes.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
DCCC fosters a work environment, and a learning community focused on student success by delivering quality, affordable, and responsive educational opportunities in a technologically rich and supportive environment. We celebrate differences and commit to an “open door” policy for individuals with varying levels of knowledge, skills, experiences, and needs. By embracing diverse collegial perspectives, we seek to make inclusivity, teamwork, and respect the foundation for our students to reach their academic goals and on staff to thrive professionally. Delaware County Community College strongly encourages applications from members of traditionally under-represented groups. DCCC promotes an organizational culture and structure that honors diversity through integration of the principles of access, inclusion and most importantly equality. DCCC is an equal employment opportunity employer, valuing diversity, equity, inclusion, and belonging.
