Coordinator, Office Administration

Chicago, IL - USA

Monthly Salary: Not Disclosed

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

POSITION SUMMARY

Under direction performs a wide variety of administrative and project support duties of a sensitive and confidential nature for the departments Vice President and management. Coordinates the planning and execution of selected projects in order to support the needs of the department Vice President and the Authority as a whole. Completes assigned special projects initiatives and duties in an accurate and timely fashion. Liaises with other departments to ensure completion of projects on-time and as projected. Provides administrative support to the entirety of their respective department.

PRIMARY RESPONSIBILITIES

Executes project management strategies and functions and works closely with other departments as directed related to ongoing projects and initiatives.

Communicates with managers regarding project and initiative progress expectations and deadlines.

Updates logs records and databases with data gathered for analysis according to record-keeping practices. o Implements strategies for tracking projects such as the assignment of procurement evaluation committee members and the execution of contracts for executive signature.

Initiates organizes and conducts special projects assigned by the Vice President and department management. o Performs research and gathers information and/or data related to assigned projects o Produces complex correspondence reports and presentations using software for word processing spreadsheets and graphics. o Works closely with management in the preparation of various agendas; coordinates the activities involved in the process. o Handles routine and assigned matters relating to contract management. o Engages in assigned tasks in preparation for various audits.

Receives and refers VPs visitors correspondence and telephone calls screens inquiries answers questions and provides information as appropriate on behalf of VP. Schedules appointments and coordinates arrangements for meetings and conferences.

Acts as liaison between divisions and departments (as well as other agencies governmental organizations and outside vendors as needed) to oversee program and initiative implementation and to meet project needs.

Prepares activities reports and summarizes project activities and assessments as required. Designs presentations as needed to convey program content and facilitates action by senior management. Monitors and reviews the status of projects and programs to evaluate and determine effectiveness.

Coordinates with department managers on the annual budget preparations and assists in the submission of the departments budget.

Administers departmental contracts to maintain proper supply of materials needed for operation of the department.

Performs other duties as assigned.

CHALLENGES

Maintaining a high level of tact discretion and confidentiality.

Shifting of priorities and coordination with multiple departments on a daily basis.

Providing accurate information on behalf of supervisor.

EDUCATION/EXPERIENCE REQUIREMENTS

Bachelors degree in Communications Business Administration Human Resources or a related field or two (2) years administrative experience or an equivalent combination of education and experience related to the position.

PHYSICAL REQUIREMENTS

Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.

KNOWLEDGE SKILLS AND ABILITIES

Advanced computer and Microsoft Office skills (Microsoft Word Excel Access and PowerPoint) to produce correspondence spreadsheets reports strong analytical ability and problem-solving skills.

Working knowledge of principles in business letter writing and report and presentation preparation. Working knowledge of filing and record keeping principles and procedures.

Ability to maintain a high level of confidentiality.

Ability to foster teamwork and experience with and interest in working in a team environment.

Ability to manage multiple projects and to balance competing priorities and deadlines.

Strong writing and communication skills with the capability of effectively communicating with a variety of audiences.

Ability to meet deadlines with timeliness and accuracy.

Ability to prioritize various projects with competing deadlines.

Ability to perform highly complex administrative support services.

Ability to interpret and apply departmental policies and procedures.

Ability to plan organize and schedule office priorities.

WORKING CONDITIONS

General office environment.

EQUIPMENT TOOLS AND MATERIALS UTILIZED

Standard office equipment.

Personal computer and related software.

Employees and/or union members will be given priority consideration in the hiring process per the applicable labor contracts.

Final salary will be determined in part by the qualifications of the selected candidate and may be higher or lower than target.

Applicants if hiredmust comply with CTAs residency ordinance.

CTA IS AN EQUAL OPPORTUNITY EMPLOYER

No employee or applicant for employment will be discriminated against because of race color creed religion sex marital status national origin sexual orientation ancestry age unfavorable military discharge disability or any other status protected by federal state or local laws; except where a bona fide occupational qualification exists We are committed to providing an inclusive environment for our workforce and supporting the communities we serve. CTA will make reasonable accommodations for the known disabilities of otherwise qualified applicants for employment as well as its employees unless undue hardship would result. If you require an accommodation in the application or hiring process please contact prior to the submission of your application or upon notification of your actual test date. CTA will work with you to determine if an accommodation can be provided.

During the hiring process CTAs Human Resources department will contact candidates with next steps . Failure to respond to these correspondences in a timely fashion may result in your application being closed out for non-responsiveness.

Please click link below to review the benefits offered at the CTA.

Experience:

POSITION SUMMARYUnder direction performs a wide variety of administrative and project support duties of a sensitive and confidential nature for the departments Vice President and management. Coordinates the planning and execution of selected projects in order to support the needs of the department V...