Assistant Board Liaison

Assistant Board Liaison

District Office at 180 N. Wabash

City Colleges of Chicago (CCC), the largest community college system in Illinois, is made up of seven colleges and five satellite sites, providing more than 70,000 students each year access to a quality, affordable education.

The Board of Trustees is the governing body of City Colleges of Chicago Community College District No. 508. The City Colleges of Chicago Board of Trustees is comprised of seven voting members serving three-year terms as appointed by the Mayor with the approval of the City Council of Chicago. The Board includes one student trustee elected from one of the Colleges through a campus-wide election.

Reporting to the Chief Advisor, the Assistant Board Liaison performs a variety of complex and confidential administrative functions, exercising decision-making and judgement on sensitive issues in support of the functions of the Board of Trustees and to ensure the highest quality of materials and communications to the Board.

Your Responsibilities

• Assists the Chief Advisor in ensuring internal communications between Chancellor, senior staff and the Board of Trustees is strong and the lines of communication are kept open.
• Maintains the official records of the District and the Board of Trustees and attests and certifies all official board actions.
• Prepares the annual master schedule for Board and Board committee meetings, working closely with internal and external constituencies.
• Coordinates the preparation of Board materials, working closely with college presidents and senior leadership to obtain information, reviews documents and edits materials within established timelines to produce monthly Board report.
• Prepares Board meeting agendas, advance materials and script for Board Chair and other Trustees. Coordinates logistics for meetings related to scheduling, location, accessibility, technology setup, security detail, and other special arrangements. Functions as the primary scheduler for Trustees and Chief Advisor.
• Prepares official meeting records, manages public notices and agenda postings in compliance with the Illinois Open Meetings Act
• Maintains website for the Board of Trustees, organizing board reports and records archived and made available on the website for public access.
• Communicates with and provides information to the Board of Trustees relating to issues under consideration in the absence of, or as directed by, the Chief Advisor.
• Attends all committee and board meetings, recording all board actions and taking notes for preparation of official meeting records. Ensures flow and procedures of meetings and facilitates logistical support to the Trustees before, during, and after meetings. Assists the Chair during public comment and official board action.
• Records and transcribes all closed/executive session minutes for review.
• Drafts and reviews Board related correspondence on a variety of matters, including those of a sensitive and confidential nature.
• Researches, prioritizes and follows-up on issues and concerns addressed to the Chief Advisor. Prepares responses including correspondence and reports.
• Maintains Board Office resource library with relevant governance materials including but not limited to copies of state statutes and regulations, Board of Trustees Policies and Procedures and Bylaws, CCC’s Academic Policy and Procedures Manual, and the Student Policy Manual.
• Maintains standards of excellence in maintaining official Board of Trustees documents, historical records, meeting minutes, and other official documents.
• Coordinates the submission of registration documents for Trustees to attend conferences, institutes, and seminars, and makes hotel and travel arrangements.
• Works with appropriate departments to coordinate the provision of computer and technical support and resources to Board members.
• Assists Chief Advisor in the onboarding of student board member each year, as well as the orientation and onboarding of newly appointed trustees.
• Performs other tasks as directed by the Chief Advisor to the Board of Trustees.

Your Qualifications

• Bachelor’s degree from an accredited college or university
• Four years of business/office experience in an administrative or similar role
• Experience working with a Board in an executive assistant role highly desirable
• Experience working as an assistant or comparable role reporting to a high-level executive desirable
• Prior work experience in the public sector or a community college environment desirable
• Flexibility and ability to work evening hours occasionally
• Excellent interpersonal and verbal communication skills
• Excellent writing, proofreading and editing skills
• Excellent project management and organizational skills
• Strong customer service skills
• Ability to work within a culturally diverse environment
• Ability to exercise tact and diplomacy in handling sensitive situations
• Ability to work with a high degree of professionalism
• Ability to maintain a high level of confidentiality
• Knowledge of a variety of software programs, including Microsoft Office (Excel, Word, PowerPoint), Adobe Acrobat and SharePoint

We offer: excellent health and welfare benefit package and long-term savings and investment programs including 403(b) & 457(b) Investment Plans and a pension plan with the State University Retirement System (SURS) Plan. Generous vacation, holiday, personal and sick days, and tuition reimbursement. For a more detailed overview of benefits, please visit the benefits page of our website.

Chicago residency is required for all full-time employees within 6 months of hire.

We are an equal opportunity and affirmative action employer. Thank you for your interest in City College of Chicago!