Director - Special Projects (Office Of The Chancellor)

CCC Social Sourcing • Chicago, IL

4d • $80,717

About The Position

The Director - Special Projects leads complex, high-priority initiatives on behalf of the Chancellor’s Office at City Colleges of Chicago. Reporting to the Executive Director, Institutional Health and Continuous Improvement, the Director manages assigned projects from start to finish, 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, and other District Officers as assigned. The role provides exposure to systems-level leadership and institutional operations in higher education and the public sector. The Director performs duties consistent with City Colleges of Chicago’s mission, strategic plan, and goals.

The role provides executive support, including calendar and travel coordination, correspondence and approval tracking, meeting and event planning, stakeholder communications, research and reporting, and handling privileged or sensitive communications. It also manages office operations and administrative systems, supervises and trains office support staff and work-study students, and serves as a liaison to District Office security and facilities teams.

The Director coordinates high-priority initiatives and leads the full lifecycle of complex special projects, including project planning, stakeholder coordination, progress monitoring, risk mitigation, and contractor management as applicable. The position manages project data and reporting using tools including Excel, SharePoint, Salesforce, and PeopleSoft; supports Salesforce contact and partnership organization data management; oversees assigned budgets, purchasing, vendors, requisitions, and contracts; coordinates Chancellor’s Office pre- and post-employment activities; and maintains knowledge of applicable CCC policies and regulations.

Requirements

• Bachelor’s degree from an accredited college or university.
• At least five years of progressively responsible experience in project management, executive operations, administration, or a related field, including experience leading cross-functional initiatives.
• Equivalent combinations of education and experience may be considered at management’s discretion.
• Knowledge of office management and administrative processes and procedures.
• Proficiency with Microsoft Office, including Excel, Word, SharePoint, Outlook, and PowerPoint.
• 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, including the ability to communicate with employees at all organizational levels, students, external stakeholders, and the public.
• Demonstrated self-awareness, self-management, social awareness, and relationship management skills (emotional intelligence).
• Excellent organizational and customer service skills.
• Ability to interact with senior organizational leaders and collaborate across functions, levels, and departments to achieve shared objectives.
• Ability to work effectively in a culturally diverse work environment.
• Ability to exercise initiative, sound judgment, and independent decision-making in a high-profile executive environment.
• Ability to handle confidential information and sensitive matters with discretion, professionalism, and integrity.
• Ability to resolve complex or challenging situations with tact and diplomacy.
• Ability to work independently, prioritize competing assignments, and meet deadlines.
• Chicago residency is required for full-time employees within six months of hire.

Responsibilities

• Maintain the Chancellor’s and EVC’s calendars and travel arrangements and provide organizational support for daily activities, routine approvals, and tasks.
• Facilitate communication with internal and external stakeholders on behalf of the Chancellor or EVC as directed.
• Review, track, and monitor correspondence requiring Chancellor or EVC approval or signature.
• Draft correspondence, distribute documents, and maintain spreadsheets and databases.
• Attend meetings, serve on committees, and act as a liaison for assigned projects.
• Handle privileged attorney-client and sensitive work-product communications, including conveying privileged communications to the Office of the General Counsel and Inspector General.
• Review, research, organize, and analyze information and prepare reports.
• Anticipate issues affecting executive commitments, assess potential impacts, elevate concerns, and develop options to resolve problems or mitigate risks.
• Support CCC Foundation priority meetings, including board meetings, by aligning stakeholders, preparing executive leaders, and tracking follow-up actions.
• Lead planning and execution of events hosted by the Chancellor, EVC, or their direct reports, coordinating participants, space, agendas, materials, decisions, action items, and logistics.
• Manage day-to-day office operations, coordinate support staff activities, organize workflow, and maintain an efficient office environment.
• Develop processes and procedures for office management and administrative systems, including filing, forms, timesheets, telephones, office space, and ordering equipment and supplies.
• Respond to in-person, telephone, and email inquiries, exercising discretion and judgment and consulting appropriate staff when needed.
• Supervise and train office support staff and work-study students, providing direction and coaching.
• Serve as liaison to District Office security and facilities teams at 180 N. Wabash.
• Coordinate high-priority projects and executive commitments by establishing scope, timelines, responsibilities, and stakeholder alignment; monitor progress, identify risks, and recommend mitigation strategies.
• Lead the full lifecycle of complex special projects, including defining scope, outcomes, timelines, governance, and resources; developing and executing plans; coordinating sponsors and stakeholders; and managing third-party contractors as applicable.
• Manage data and prepare reports using Excel, SharePoint, Salesforce, PeopleSoft, and other software.
• Maintain the Chancellor’s and EVC’s Salesforce contacts and support regular contact management.
• Support Salesforce partnership organization list management, accountability for adoption, data quality, and governance compliance; monitor departmental responsibilities, identify gaps, and coordinate corrective action.
• Oversee assigned project and departmental budgets, purchase orders, vendor relationships, requisitions, contracts, and orders; monitor financial status and expenditures against approved allocations.
• Coordinate Chancellor’s Office pre- and post-employment activities, including interview scheduling, onboarding, equipment and workspace assignments, and telephone and computer setup.
• Maintain knowledge of CCC policies, procedures, regulations, and rules to support compliance.
• Perform other duties as assigned.

Benefits

• Excellent health and welfare benefit package.
• Long-term savings and investment programs, including 403(b) and 457(b) investment plans.
• Pension plan with the State University Retirement System (SURS).
• Generous vacation, holiday, personal, and sick days.
• Tuition reimbursement.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior