Community College of Philadelphia · 1 month ago
Assistant to the Dean of Students
Philadelphia, PA
Full-time
Onsite
Mid, Senior Level
$27/hr - $41/hr
5+ years expCommunity College of Philadelphia is a diverse and innovative institution committed to providing access to higher education. The Assistant to the Dean of Students offers administrative and operational support for the Dean of Students office, ensuring efficient functioning and quality service to students, faculty, and staff while managing a variety of administrative tasks.
E-LearningEducationHigher Education
Responsibilities
Provide administrative support to the AVP /Dean of Students and leadership team, including meeting scheduling, correspondence drafting, calendar coordination, and preparation of materials for meetings or presentations
Prepare briefing materials, agendas, and follow-up documentation for meetings and initiatives
Exercise independent judgment in prioritizing tasks, resolving scheduling conflicts, and responding to inquiries on behalf of the leadership team
Assist hiring managers with hiring and onboarding processes by preparing forms, scheduling interviews, and supporting the completion of new hire documentation for both faculty and staff joining the subdivision in conjunction with the Human Resources department
Support the Manager of Student Conduct and Behavior Intervention with scheduling student hearings, tracking case information, and preparing routine documentation
Maintain divisional records and tracking systems for student-related processes, including Excused Withdrawal requests and academic standing support
Coordinate with the Business Office to process requisitions and track expenditures of multiple departmental budgets within the subdivision
Assist in preparing budget reports, forecasts, and justifications by gathering relevant financial data, analyzing trends, and drafting clear summaries to support leadership decision-making
Support the management team by helping deliver training sessions and offering guidance to staff on budget procedures, procurement processes, and financial documentation requirements, ensuring consistency and compliance across the team
Provide administrative support to the manager by coordinating the collection of budget proposals, justifications, and quarterly financial summaries from department leaders. This includes compiling data and initial documents, while ensuring accuracy
Maintain and organize shared folders, reports, and digital records in support of the Student Success & Engagement leadership team
Assist the Assistant Dean in coordinating and delivering training and guidance to staff by organizing sessions and sharing information on budget procedures, procurement processes, and financial documentation requirements to support consistency and compliance
Serve as a divisional liaison to ITS and Academic Affairs on operational or data-related requests and support general data tracking and reporting efforts
Maintain and update Student Success & Engagement web content to reflect current services and department contacts
Provide first-point-of-contact reception and support for the Dean of Students Suite; respond to student, staff, and faculty inquiries in a professional and helpful manner
Work closely with all administrative associates and similar support roles to plan and run regular trainings, organize meetings to share updates and ideas, and help streamline processes that support divisional goals
Coordinate logistics for divisional meetings and events, including reserving rooms, organizing catering, and assisting with A/V setup
Assist in tracking office inventory and placing supply orders as needed
Deliver quality customer service to internal and external constituents in a courteous, professional, and solution-oriented manner
Perform other duties as assigned
Qualification
Required
Associate's degree or equivalent coursework required. Any and all degrees must be from a regionally accredited institution of higher learning
Five (5) years of administrative, office operations, or related work experience required
Detail-oriented, organized, and proactive with the ability to manage multiple priorities in a dynamic office setting
Strong written and verbal communication skills required
Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) required
Ability to maintain discretion and confidentiality when handling sensitive student and personnel matters
Ability to work effectively in a diverse academic environment with individuals of varying backgrounds and experiences
Preferred
Bachelor's degree preferred
Experience in higher education or student services strongly preferred
Familiarity with budget tracking, procurement processes, and institutional systems preferred
Experience with event coordination, project support, or webpage editing preferred
Understanding of student conduct processes or institutional policy compliance is strongly preferred
Company
Community College of Philadelphia
Community College of Philadelphia is a school in Philadelphia.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$3.2MKey Investors
National Telecommunications and Information Administration
2023-03-08Grant· $0.25M
2023-02-27Grant· $2.95M
Leadership Team
Alycia Marshall
President
Recent News
The Philadelphia Inquirer
2025-12-20
The Philadelphia Inquirer
2025-11-08
The Philadelphia Inquirer
2025-11-01
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