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School Certifying Official

Community College of Philadelphia

Job Description

General Description
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.

Reporting to the Associate Director, Academic Records, the School Certifying Official serves as the primary contact for Veteran student certification process and the VA School Certifying Official for veteran student education benefits for the College. Primary responsibilities include meeting with students to discuss or review certifications for use of VA educational benefits; processing veteran student certification applications; processing enrollment verifications; responding to inquiries regarding academic record issues; and ensuring appropriate record keeping. #ID23

Specific Responsibilities

  • Meet with students to discuss or review certifications for use of VA educational benefits.


  • Review degree audits for VA students; i.e. track courses taken; monitor courses towards matriculation and evaluate for certification.


  • Update and distribute departmental VA student enrollment spreadsheets using Excel.


  • Run daily VA Compliance reports to update Banner and to certify VA Educational Benefits.


  • Submit daily enrollment adjustments using federal educational database, VA Once and Tungsten.


  • Collaborate with Financial Aid and Controllers Offices on student educational benefits matters.


  • Maintain appropriate record keeping for VA Compliance audit.


  • Attends annual VA certification workshops to remain knowledge base of current procedures and policies, required by Veteran Administration.


  • Submit enrollment certifications and adjustments (credit hours, tuition, and fees) and daily enrollment adjustments for VA students.


  • Ensure proper student enrollment certification and recordkeeping through daily use of computer, Banner, Argos, and other online systems.


  • Respond to inquiries regarding academic record issues.


  • Communicate any functional and business process issues to supervisor or appropriate administrator.


  • Adhere to FERPA regulations as they pertain to maintaining the security and confidentiality of all student records, as well as maintain the confidentiality of other documents on behalf of the work area and the College.


  • 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.


  • Deliver quality customer services to both internal and external constituents in a professional, helpful and courteous manner.


  • Perform other duties as assigned.

Minimum Qualifications

  • High School Diploma or GED required.

  • Three (3) years of relevant work experience in higher education, a Veterans Office, or similar function required.

  • Demonstrated proficiency with MS Word and Excel required.

  • Excellent communication (verbal and written) and interpersonal skills in all media (phone, face-to-face, and email) required to effectively communicate with students, the general public, College staff and faculty.

  • Strong organizational, recordkeeping and time management skills required.

  • Demonstrated excellence in customer service and professionalism to internal and external stakeholders (e.g., students, parents, faculty and the general public) in person, via the telephone and via email 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.

  • Ability to work extended hours and an occasional Saturday, as needed, required.

Preferred Qualifications

  • Associate's or Bachelor's degree preferred. Any and all degrees must be from a recognized institutional accreditor.

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

  • Familiarity with FERPA regulations and compliance standards preferred.

Work Location
Main Campus

"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.

The 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

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