Coordinator, Office Administration at Chicago Transit Authority

Chicago, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

23 Jul, 26

Salary

75400.4

Posted On

24 Apr, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project management, Administrative support, Microsoft Office, Data analysis, Contract administration, Budget preparation, Communication, Problem-solving, Report writing, Presentation design, Record keeping, Time management, Confidentiality, Research, Scheduling

Industry

Urban Transit Services

Description

SALARY $75,400.40 POSITION SUMMARY Under general direction, performs a wide variety of administrative and project support duties of a sensitive and confidential nature for the department’s 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. • 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. • Performs research and gathers information and/or data related to assigned projects such as the CTA Buying Plan • Produces complex correspondence, reports, and presentations using software for word processing, spreadsheets, and graphics. • Works closely with management in the preparation of various agendas; coordinates the activities involved in the process. Works with management to review contract files in preparation for audits. • Receives and refers VP’s 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 department’s budget. • Administers departmental contracts to maintain proper supply of materials needed for operation of the department. • Performs related duties as assigned. MANAGEMENT RESPONSIBILITIES Reporting to this position are the following jobs: Job Title • None 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 • Bachelor’s 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. • Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA. 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.

Responsibilities

The coordinator performs diverse administrative and project support duties for the Vice President and management, including project planning and execution. They act as a liaison between departments, manage departmental contracts, and assist with budget preparations and complex reporting.