Assistant to the Chief Information Officer

at College of Lake County in Grayslake, Illinois, United States

Job Description

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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.

1. High School diploma or equivalent plus 10 years previous administrative assistant experience and/or other job-related experience.

OR Associate’s degree plus seven (7) years previous administrative assistant experience and/or other job-related experience

OR Bachelor’s degree plus five (5) previous administrative assistant experience and/or other job-related experience

2. Proficiency in Microsoft Office products including Word, Excel, SharePoint and Power Point.

3. 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.

5. 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.

1. Bachelor’s degree in business or related field.

2. Experience working in an Information Technology department in higher education.

3. Advanced experience using the Microsoft suite and Microsoft Teams.

4. Bilingual English Spanish

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

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.

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.

2. 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.

3. Capture and distribute minutes or notes at task force, commission, council and committee meetings as assigned.

4. 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 College’s public website.

5. Coordinate agendas, and schedule rooms for IT team and leader meetings, internal development sessions, and knowledge sharing and team-building events.

6. Assist in onboarding new staff IT members including office/work space, supplies and technology set-up.

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 departments

2. 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.

3. Arrange for travel, conference, seminar and convention registration and overnight accommodations for the CIO and Director of IT

4. Prepare travel and expense reports for the leaders in IT?

5. Ensure the accurate charging of staff travel and expense reports including assisting IT colleagues with preparation and ensuring timely approval by the CIO .

6. Monitor and ensure timely action on IT contracts

7. Serve as a department resources for finance-related activity including but not limited to policies, processes and procedures related to budgeting, purchas