Assistant to the Chief Information Officer

2 months ago

Grayslake, Illinois, United States College of Lake County Full time
Assistant to the Chief Information Officer

Internal Position Title: Assistant to Chief Information Officer

Posting Number: S02737

Department:: Business Services & Finance

Position Type: Staff

Job Family: Classified

Summary:


The Assistant to the Chief Information Officer (CIO) performs in a wide variety of duties contributing to the efficient and effective operation of the Information Technology unit and provides direct executive-level support to the CIO.

The individual in this role exercises a high level of independent judgment and discretion in completing work activities, maintains strict confidentiality as well as develops and maintains an in-depth knowledge of institutional and departmental procedures and has the ability to work independently.


The Assistant's primary responsibilities are in the areas of executive support, IT department processes and operations, customer service (students, non-bargaining and bargaining unit employees, and community partners and vendors) and purchasing and budgeting.

As a member of the IT team, the Assistant is expected to prioritize student and employee success in all duties performed.


Why choose the College of Lake County for your next opportunity? The College of Lake County (CLC) offers a competitive salary, excellent benefits that includes Blue Cross Blue Shield of Illinois health, Delta Dental and Superior Vision insurance plans, tuition support for employees and qualified family members, three retirement plans, disability, group and supplemental life insurance, health and dependent care flexible spending account plans, a compressed work week in the summer (closed Fridays), generous vacation, sick and personal time off and 14 paid holidays each year.

CLC is a comprehensive community college located in northeastern Illinois committed to being an innovative educational institution providing life-changing paths for our students by offering exceptional learning experiences.

CLC achieved a milestone in 2023 with its designation as a Leader College.

This national recognition awarded by the Achieving the Dream Network is the result of improved student outcomes through the CLC's relentless commitment to transformational change and the implementation of innovative practices within the student success model over the past few years.

CLC aspires to be a place where every student succeeds, every employee thrives, so that every business achieves and every community grows.

Our mission is to be innovative and value-driven in supporting student success through developing and encouraging employees of all backgrounds on their journey toward achieving personal and professional growth.

Required Qualifications:

  • High School diploma or equivalent plus 10 years previous administrative assistant experience and/or other job-related experience.
OR Associates degree plus seven (7) years previous administrative assistant experience and/or other job-related experience
OR Bachelors degree plus five (5) previous administrative assistant experience and/or other job-related experience

  • Proficiency in Microsoft Office products including Word, Excel, SharePoint and Power Point.
  • Demonstrated ability to work with confidential information, follow-through, good communication skills, and exceptional organizational skills. 4. Demonstrated strong personal integrity, ability to form effective partnerships, ability to collaborate with others and work in a team environment consistent with the College of Lake County values.
  • Proven ability to work effectively and constructively with persons of diverse cultures, language groups, and abilities; demonstrate sensitivity to and ability to work with the diverse academic, socioeconomic, cultural and ethnic backgrounds of community college students, faculty, and staff, including those with disabilities; establish and maintain effective working relationships with those contacted in the course of work.
Desired Qualifications:

Posting Date: 07/21/2024

Closing Date:

Expected Start Date: 08/26/2024

Special Instructions Summary:

Pay Rate: $23.06/hr (THIS IS FIRM)

Full-Time/Part-Time: Full Time

Location Grayslake

Total Hours Per Week: 40.00

Work Schedule:

Monday through Friday 8:00 a.m. to 4:30 p.m.

Software Testing Required:

Interview Process Requirements: None

EEO Statement:

The College of Lake County is an equal opportunity employer and has a strong commitment to diversity. In that spirit, it seeks a broad spectrum of candidates including minorities, women and people with disabilities.

Summary of Essential Functions:

Department Operations and Processes (60%)1. Compile, review and prepare reports and materials for regular and special Board of Trustee meetings including Board report documents and unit presentation materials. Maintain monthly Board book agenda item inventory worksheet to ensure consistent and timely reporting to the Board. Complete all Board follow-up letters, memos and employment contracts. Ensure receipt of probationary employee evaluations for inclusion the Board report for approval.

  • Access, catalog and manage confidential management documents, records, notes, worksheets, reports and archives related to bargaining unit labor relations in partnership with the CIO, IT directors and managers, human resources staff and legal counsel. Attend meetings related to labor relations and union bargaining as required.3. Manage the calendar of and provide executive-level support to the CIO to ensure they are prepared for and attend meetings, complete presentations and participate in budget and report research and preparation in a timely manner. This includes but is not limited accessing confidential communications, attending executive/senior-level and union meetings.
  • Capture and distribute minutes or notes at task force, commission, council and committee meetings as assigned.
  • Act as the primary content editor and site administrator for the IT Hub and various IT governance groups SharePoint sites as well as a limited number of IT pages on the Colleges public website.
  • Coordinate agendas, and schedule rooms for IT team and leader meetings, internal development sessions, and knowledge sharing and team-building events.
  • Assist in onboarding new staff IT members including office/work space, supplies and technology set-up.

Purchasing/Ordering/Budgeting (25%)1. Assist the IT Finance Coordinator with submitting department and institutional requisitions, procurement card reconciliations, invoices for payment and determines budget codes for expenses in line with departmental budget working papers. Submit department budget transfer requests and changes to purchase orders for departments2. Assist with troubleshooting invoice payment issues and resolve in a timely manner. Act as the leading expert and primary resources for purchasing for the IT department.

  • Arrange for travel, conference, seminar and convention registration and overnight accommodations for the CIO and Director of IT
  • Prepare travel and expense reports for the leaders in IT?
  • Ensure the accurate charging of staff travel and expense reports including assisting IT colleagues with preparation and ensuring timely approval by the CIO.
  • Monitor and ensure timely action on IT contracts7. Serve as a department resources for finance-related activity including but not limited to policies, processes and procedures related to budgeting, purchasing, travel and expense reporting.
  • Produce reports on budget actual spend and detailed spend reports for CIO and Directors.
  • Assist with annual budget preparation process, forecasting and enter/submit the departmental budgets into the online budget tool.

Student/Customer Service (10%)1. Greet visitors, answer telephones, review inquiries, act as a resources and represent the IT team in support of employee and student success.

  • Exercise discretion in obtaining and providing factual and confidential information to all members of the internal and external CLC community.3. Actively partner with the other CLT assistants to ensure consistency of processes and procedures at CLC.
  • Assist with College events, programs and activities in collaboration with IT team members and other department colleagues including but not limited to fall and spring kick-off weeks and ad hoc celebrations as requested.
as well as recognition, holiday, summer, wellness and employee development week.

  • Foster positive relationships with internal constituents and external customers such as vendors and other public agencies.
  • Provide guidance/and answers to employees in regard to their questions on IT processes and procedures.

Other (5%)1. Participate on committees and tasks forces and attend events or program that support student and employee success.

  • Participate in professional associations/organizations and educational activities that enhance professional competencies, knowledge, business and interpersonal skills.3. Participate in service opportunities on campus as approved.
  • Perform any and all other duties assigned that support the mission, vision, values and strategic initiatives of College of Lake County and goals of the human resources department.
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