Columbia College Chicago is an acclaimed undergraduate and graduate institution that provides a comprehensive education in the arts, communications and public relations. We constantly aim to reach our full potential as an educational innovator, incubator of new creative practice and generator of real-world success for young creatives. We are located in the heart of Chicago, across the street from historic Grant Park, and housed in some of the most iconic buildings in the South Loop.

Columbia College Chicago a private urban institution of over 6,000 undergraduate and graduate students, four-year College offering a distinctive curriculum that blends liberal arts, creative and media arts and business is currently searching an Executive Assistant in the Office of the Provost.

Qualified applicants please apply through the Columbia Careers page: https://colum.taleo.net/careersection/jobdetail.ftl?job=190000EA&lang=en

POSITION SUMMARY

Reporting to the Senior Vice President and Provost, the Executive Assistant will provide a wide-range of administrative and office support to members of the Office of the Provost, including the Senior Vice President and Provost, the Senior Associate Provost, and the Director of Finance and Budget Analysis. The Executive Assistant must maintain strict confidentiality of issues involving the Academic Affairs division and matters of the Office of the Provost.

DUTIES & RESPONSIBILITIES

• Serve as greeter and first point of contact for guests to the Office of the Provost.
• Represent the Senior Vice Provost, Senior Associate Provost and units reporting to the Senior Vice Provost with professionalism, demonstrating at all times strong awareness of, sensitivity to and respect for the diverse constituents of the College community.
• Maintain and manage the SVP Provost and Senior Associate Provost’s calendars exercising considerable discretion and good judgment in identifying and managing priorities and effective use of SVP and Senior Associate Provost’s time. Determine when meetings can be changed to accommodate needs or when a matter of greater urgency requires immediate attention.
• Maintain awareness of the SVP Provost and Senior Associate Provost’s priorities and initiate follow-up and/or contact to ensure appropriate action and/or response.
• Screen phone calls and correspondence and determine appropriate action. Provide detailed and accurate messages and background information.
• Coordinate activities, set agendas, summarize deliverables for management team meetings, programmatic meetings, and meetings directly impacting the SVP/Provost and Senior Associate Provost.
• Prepare, proofread, edit, and distribute correspondence, communications, presentations and other documents as assigned.
• Serve as the Purchase Order Requestor for Provost units. This includes purchase order entry, material gathering, and high-level review of contracts, engagement letters, and/or statements of work.
• Assist the Director of Finance and Budget Analysis with various financial and budgetary tasks including processing and coding invoices for payment, submitting and coding checks for processing, and annual Provost area budget entry.
• Support Senior Associate Provost in managing faculty, staff, and student travel requests. Coordinate, process, and manage travel arrangements.
• Support special projects and initiatives as assigned by the SVP/Provost, Senior Associate Provost and broader leadership team.
• Conduct research, analysis, and determine required action on a variety of complex, highly-sensitive, confidential matters; prepare summary report and recommendations.
• Establish and maintain digital and paper filing systems to track and archive sensitive and confidential correspondence, meeting notes and project files.
• Perform monthly purchasing card reconciliations. Order supplies and collect, sort and distribute mail for the Office of the Provost.
• Staff ad hoc committees and task forces.
• Organize and assist with events as assigned.
• Review and approve time reporting as directed.
• Perform other related duties and/or responsibilities as assigned or required.

QUALIFICATIONS

• Bachelor’s degree required.
• 3 to 5 years of progressively increasing responsibilities in administrative operations experience, preferably in a higher education setting.
• Must be detail oriented with the ability to successfully manage multiple, deadline driven priorities with minimal direction and accuracy.
• Excellent written and oral communication skills.
• Demonstrated ability to communicate and interact with professionalism, courtesy, and good judgment in person, writing and by telephone.
• Strong organizational and time management skills with the ability to prioritize work.
• Adept at handling confidential and sensitive information and documents with excellent judgment and discretion.
• Ability to evaluate and triage correspondence and tasks.
• Ability to manage sensitive matters with a high level of confidentiality and discretion.
• Ability to effectively and respectfully interact with individuals with diverse backgrounds.
• Ability to work capably with budgets and financial information.
• Proactive, problem-solving approach to responsibilities.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Technologically savvy in the use of computers, applications, databases, tablets and smartphones.
• Familiarity with Columbia College Chicago policies/procedures and systems, including but not limited to aQuity, 360, PeopleSoft, EMS event management space scheduling system, and Taleo preferred.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee and is subject to change based on the needs of the department and/or college.

At Columbia, we offer a rewarding work environment for our faculty and staff. We take pride in offering competitive benefits with affordable health, dental and vision coverage; flexible spending accounts; commuter benefit program, life and accidental, death & dismemberment coverage; paid and unpaid leave options; work/life benefits; educational assistance programs; and retirement and financial planning benefits.

We invite you to join our talented faculty and staff and become part of our collective aspiration to ensure Columbia prepares students for success in their creative fields through innovation, engagement and real-world experiences.

Additional Information

• Position subject to a background screening.
• This is a non-union position.
• This position is ineligible for overtime.
• Qualified candidates of diverse backgrounds are encouraged to apply.

Columbia College Chicago is an equal opportunity employer and complies with all local, state, and federal laws and regulations concerning civil rights. The college does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability, protected veteran status, genetic information, or other protected classes under the law.

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: Hybrid remote in Chicago, IL 60605

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