DIRECTOR - SPECIAL PROJECTS (OFFICE OF THE CHANCELLOR)

Since 1911, City Colleges of Chicago has been connecting students from across Chicago’s neighborhoods to economic opportunity. By offering a quality education at an unprecedented value, City Colleges provides our students and alumni with a pathway to upward mobility. City Colleges of Chicago is the city’s most accessible higher education engine of socioeconomic mobility and racial equity—empowering its students to take part in building a stronger and more just city. As Illinois’ largest community college system, City Colleges is comprised of seven colleges and five satellite sites across Chicago.

PRIMARY OBJECTIVE

Reporting to the Executive Director, Institutional Health and Continuous Improvement, the Director- Special Projects (Office of the Chancellor) leads complex, high-priority initiatives on behalf of the Chancellor’s Office. The Director manages the full lifecycle of assigned projects, coordinates executive stakeholders, oversees office operations, and provides strategic and administrative support to the Chancellor, the Executive Vice Chancellor–Chief Institutional Advancement Officer and Chief of Staff (EVC), and other Officers of the District as assigned.

This role offers the opportunity to build a broad understanding of systems-level leadership and institutional operations in higher education and the public sector. The Director performs all duties in a manner consistent with the mission, strategic plan, and goals of City Colleges of Chicago.

ESSENTIAL DUTIES

Executive Support

•        Maintains the Chancellor and EVC’s calendars and travel arrangements and provides organizational support for daily activities, including routine approvals and tasks. 

•        Facilitates communication with key internal and external stakeholders on behalf of the Chancellor or EVC, as directed.

•        Reviews, tracks and monitors all correspondence requiring Chancellor and EVC approval or signature, ensuring timely review.

•        Drafts and prepares correspondence for internal and external constituents; copies and distributes documents; maintains spreadsheets and databases. 

•        Attends meetings as directed and serves on committees and as a liaison for assigned projects.

•        Handles privileged attorney/client and sensitive work-product communications, including accessing and conveying privileged communications to the Office of the General Counsel and Inspector General.

•        Reviews, researches, organizes, and analyzes information and materials and prepares related reports.

•        Anticipates issues that could affect the successful execution of the Chancellor’s or EVC’s commitments; assesses potential impact, elevates concerns as appropriate, and develops options to resolve problems or mitigate risk.

•        Supports the CCC Foundation by facilitating preparation for priority meetings, including board meetings, aligning key stakeholders, preparing executive leaders, and tracking follow-up actions.

•        Leads the planning and execution of events hosted by the Chancellor, EVC, or their direct reports, including executive tours, stakeholder visits, and both internal and external events. Coordinates participants, schedules space, prepares agendas and materials, documents decisions and action items, and arranges logistical support, as applicable.

Office Management

•        Manages the day-to-day operations of the office, coordinating work activities with other support staff, organizing the workflow, relieving the Chancellor and EVC of administrative details and providing an efficient and organized office environment.

•        Oversees the development of processes and procedures to maintain efficient office management and administrative systems (e.g. filing systems and forms, timesheet management and approval, telephones, office space, and the ordering of office equipment and supplies).

•        Responds to inquiries received in person, by phone, or by email, exercising discretion and sound judgment to resolve issues and consulting appropriate staff when needed.

•        Supervises and trains office support staff and work study students. Provides direction and coaching as needed.

•        Serves as liaison to security and facilities teams at District Office (180 N. Wabash).

Project Management

•        Coordinates high-priority projects and commitments involving the Chancellor, EVC, and their direct reports; establishes clear scope, timelines, responsibilities, and stakeholder alignment; monitors progress; identifies risks; and recommends mitigation strategies to keep work on schedule.

•        Leads the full lifecycle of complex special projects, including defining scope, outcomes, timelines, governance, and resource requirements; developing and executing project plans; coordinating with project sponsors and internal stakeholders; and managing third-party contractors, as applicable.

•        Manages data and prepares reports using Excel spreadsheets, SharePoint sites and other software including Salesforce and PeopleSoft.

•        Maintains the Chancellor’s and EVC’s contacts in Salesforce and supports regular contact management in the system.

•        Supports the Salesforce partnership organization list management to ensure accountability for system adoption, data quality, and compliance with established governance standards; monitors departmental responsibilities, identifies gaps, and coordinates follow-up and corrective actions as needed.

•        Oversees assigned project and departmental budgets, purchase orders, vendor relationships, requisitions, contracts, and orders; monitors financial status and ensures expenditures remain within approved budget allocations.

•        Coordinates pre- and post-employment activities for the Chancellor’s Office, including interview scheduling, onboarding, equipment and workspace assignments, and telephone and computer setup.

•        Maintains a broad knowledge of policies, procedures, regulations, and rules governing CCC, to ensure compliance.

•        Performs other duties as assigned.

REPORTING RELATIONSHIPS

Reports To                Executive Director, Institutional Health and Continuous Improvement

Direct Supervision        Office Support Staff

Indirect Supervision        Other employees may be assigned on a project-by-project basis

QUALIFICATIONS

•        Bachelor’s degree from an accredited college or university

•        Minimum of five years of progressively responsible experience in project management, executive operations, administration, or a related field, including experience leading cross-functional initiatives.

•        An equivalent combinations of education and experience may be considered at the discretion of management.

•        Knowledge of office management and administrative processes and procedures.    

•        Proficiency with Microsoft Office, including Excel, Word, SharePoint, Outlook and PowerPoint, and ability to use enterprise systems such as Salesforce and PeopleSoft to manage project information, analyze data, and prepare executive-level reports and presentations.

•        Excellent verbal written and interpersonal communication skills, with the ability to communicate effectively with employees at all organizational levels, students, external stakeholders, and the general public..

•        Demonstrated self-awareness, self-management, social-awareness, and relationship management skills (emotional intelligence).

•        Excellent organizational and customer service skills.  Demonstrated ability to interact at the most senior levels of an organization and to work collaboratively across functions, levels and departments to achieve shared objectives.

•        Ability to work effectively within a culturally diverse work environment.   

•        Demonstrated ability to exercise initiative, sound judgment, and independent decision-making in a high-profile executive environment.

•        Demonstrated ability to handle confidential information and sensitive matters with discretion, professionalism, and integrity.

•        Ability to effectively resolve complex or challenging situations with tact and diplomacy.

•        Ability to work independently, prioritize competing assignments, and meet deadlines.