Administrative Coordinator at Public Building Commission of Chicago

Administrative Coordinator at Public Building Commission of Chicago

Location: Chicago, Illinois - Downtown (Greater Chicago Area)

URL: http://www.pbcchicago.com

Type:
Full-time
Experience:
Associate
Functions:
Management, Customer Service, General Business, Administrative
Industries:
Construction, Government Administration
Posted:
July 30, 2010
Compensation:
$50,000 - $60,000 Per Year

Job Description

TITLE – ADMINISTRATIVE COORDINATOR

SUMMARY OF POSITION:

Performs complex and confidential administrative-related functions supporting the Director of Planning and other departmental staff to ensure department operations flow smoothly. Prepares correspondence, memos, reports, and participates in one or more administrative functions such as budgeting or developing complex spreadsheet tracking reports. Provide guidance, direction and information to employees and supervisors on specific situations that may arise.
Oversee coordination of agency and consultant Administrative staff to ensure coverage and timely completion of projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Perform complex and confidential administrative functions including research and developing written correspondence. Responds to routine external correspondence. Prepare funding requests, requests for reimbursement, and other department forms and documents.
• Prepare various confidential departmental reports as assigned by Department Director. Collects information, compiles into standard or non-standard format, prints, proofreads, and distributes to appropriate Public Building Commission staff.
• Oversee coordination of both PBC agency and consultant Administrative staff to ensure coverage and timely completion of projects.
• Prepares and maintains the Director’s calendar and coordinates with others as required. May make logistic arrangements as requested.
• Supports other departments as requested by coordinating the completion of typing, editing, proofing, filing, and scheduling meetings.
• Answers telephones, handles calls, routes to appropriate individual or takes messages. Ensure customers, vendors and employees are handled in a professional and courteous manner.
• Screens mail for the Director and distributes appropriately.
• Types, edits, proofs and coordinates the preparation and distribution of all department materials such as training manuals, policy and procedures, meeting agenda, meeting minutes and action items, etc.
• Prepares materials for internal and inter-agency coordination meetings including gathering agenda items from multiple PBC staff; prepare materials for distribution.
• Maintains, retrieves, updates and controls records and files. Records are maintained in electronic format through Collaborative Workspace (CW).
• Maintain confidential new project and marketing opportunities tracking spreadsheet.
• Manage Planning department’s intern program.
• Performs other related duties as required.

REQUIRED QUALIFICATIONS:

Education and Training

Minimum qualifications:
• An Associates degree from an accredited college or university, Bachelor’s degree preferred;
• Experience working for or with a governmental agency;
• 3 years progressively responsible management experience; 5 years or more preferred;
• 3 – 5 years experience providing administrative assistance to an senior level executive, 8 – 10 years preferred;
• Experience working with firms/agencies associated with the fields of Planning, Design, Real Estate, Development, or Architecture.
Skills

Abilities and Skills

This position requires good organizational and communication skills. Must be self-motivated, disciplined, detail-oriented, organized, and a problem-solving team player with strong work ethic and an ability to multi-task work in a fast paced environment. Excellent written skills are required as well as attention to detail and proof reading skills to assure the accuracy of information and documents being submitted. Must have the ability to use Microsoft Office. Prior experiences using Collaborative Workspaces (CW), ArcGIS, and PowerPoint is a plus.

This position is non exempt from coverage under the Fair Labor Standards Act.
Company Description

Recognizing the need for professional management of public construction projects, Mayor Richard J. Daley in 1956 formed the Public Building Commission of Chicago to oversee and help ensure quality facilities, an important goal that continues to lie at the heart of the organization. Today, PBC Chairman Mayor Richard M. Daley is joined on the board by 10 other business and civic leaders whose dedication to the city and its communities has led them to volunteer their time to shape Chicago's landscape and its future.

Since its inception, the PBC has enhanced education, safety and recreation across Chicago by building or renovating hundreds of schools, libraries, parks, police stations and other facilities. Through such ambitious initiatives as Neighborhoods Alive 21 and Modern Schools Across Chicago, the PBC has built and continues to build new facilities that enhance every corner of the city.

PBC clients include the City of Chicago, Cook County, the Chicago Public Library, the Chicago Public Schools, the Chicago Park District and the City Colleges of Chicago. Beginning with land acquisition, the PBC's professional staff manages each project through planning, environmental assessment, architectural drawings, construction and interior design, functioning as an important link between clients and contractors.
Additional Information

* Local candidates only, no relocation (Greater Chicago Area).
* No third party applications.