This position provides support to the Chief Operating Officer (COO) in all aspects of responsibilities at the University of Saint Mary of the Lake/Mundelein Seminary (USML), with its Board of Advisors, and the Archdiocese of Chicago. The role will provide administrative support to the Director of Human Resources and other Operational Directors as needed.
The individual must be Spanish bi-lingual and bi-cultural with significant experience in Operations/Facilities Management/Hospitality or Higher Education/Finance environment be highly technologically skilled, and "genuinely relationship and philanthropically driven" with individuals at every organizational level.
This position must model the values of service before self and possess the spirit of innovation and creativity.
At all times, you are to maintain extreme discretion with confidential information and be keenly aligned with the Catholic Church's mission.
Essential Job Functions
•Coordinate/confirm meeting/event dates with the office of the Rector and Provost.
•Schedule event dates for leadership support, and verify confirmation of attendance, both electronic/verbal.
•Process internal/external correspondence for the Office of the COO, Human Resources, and Public Safety.
•Be welcoming to all persons, and answer phone inquiries professionally and courteously.
•Maintain all electronic/paper filing in the office of the COO.
•Be a conduit for tracking/processing/follow-through of Operational annual inspections, permit renewals, etc.
•Organize biannual meetings with local/regional/state partners: DNR, EPA, SWM, Village Entities, etc.
•Serve as the recording secretary and follow-up contact for all Leadership Meetings and, Organizational meetings as required.
•Through collaboration, maintain database updates in support of requirements for Fine Art, Artifacts, and Manuscripts.
•Create brand-standard presentations/orientations as needed, ensure each is updated.
•Support the transition of capital assets documentation and tracking.
•Engage with Facilities and Grounds Staff to approve work hours, time off requests, expenses and be the primary conduit for information and follow-through; a monthly review of work-order productivity for COO meetings.
•Work with the Office for the Dean of Formation to ensure timely/accurate operations.
•Ensure accuracy and maintenance, biannual/annual reviews for Direct Supports.
•Make travel arrangements as necessary for Office of the COO Direct-Supports.
•Support to COO, SVP FO, HRD for SEIU follow-up and contract review/negotiations.
•Support the continuous updating of the Campus RESTART, Business Continuity, and Emergency Plan.
•Lead with emotional intelligence; be knowledgeable of our staff, and what is important to them.
•Other responsibilities as assigned.
Expectations
•Conduct yourself in all matters professionally, with transparency, acting honorably and responsibly.
•Always maintain the highest level of confidentiality; this office is a no-gossip environment.
•Demonstrate excellent communication skills; translate sophisticated analysis into a bullet-point structure for vertical/lateral key decision-makers/stakeholders; outstanding organizing skills.
•Manage multiple priorities simultaneously; orientated on the "quality of results" against the constraints.
•Assume accountability for work performed, collaborating in success, and accepting responsibility.
•Continuously attempt to grow and improve in personal qualities and professional performance.
•Listen attentively and patiently to what others have to say; remain dedicated to the University's mission.
•Effectively champion our commitment to teamwork among co-workers and all other constituents.
•Take initiative to improve both processes and outcomes, incorporating best practices and innovation.
•Ensure:
-Efficient use of processes (i.e., prioritization, resource allocation, reinforce positive behavior)
-Upkeep/organization of online electronic file system to USML standards.
-Compliance with all University policies and standards
•Demonstrate "safety for all persons and quality of product/experience" leadership.
•Comfortable with high volume workload; rigorous with follow through to ensure the quality of efforts.
•Vigilance at all times; report suspicious activities or events to Public Safety; keep the COO in the loop.
•The capacity to control emotions and maintain composer under stress, using tact and good judgment.
•The ability to understand USML goals.
Education and Experience - An equivalent combination of education, training and experience will be considered.
•Bachelor's Degree in Business, Technology or its equivalent
•Five (5+) plus years' experience in an executive support setting within an Operations/Facilities, Management/Hospitality or Higher Education/Finance environment a plus.
•Knowledge and experience with Clery/Title IX Reporting a plus.
Knowledge, Skills and Abilities which may be representative, but not all-inclusive with this position.
•An effective individual must be bi-lingual and bi-cultural Spanish, having significant experience in an Operations/Facilities Management/Hospitality or Higher Education/Finance environment, be highly technologically skilled, and "genuinely relationship and philanthropically driven" with individuals at every organizational level.
•Must treat all matters confidentially.
•Self-motivated with a positive attitude; adept at multitasking.
•Outstanding customer relations skills; sophisticated verbal skills.
•An active team player in a changing environment; includes working with all levels of personnel.
•Genuinely support and work with others in a Catholic environment.
•A commitment to the belief that all people have the right to dignity, respect, opportunity, and inclusion.
•Work to expectation; meet established goals/objectives; demonstrates excellent organizational skills.
•Exhibits excellent attention to detail, strong focus, and a good sense of priorities.
•Excellent written communication skills; professional aptitude for proofing and editing.
•Technology Expert: MS Office Platforms, Database Management, Territory Mapping (eSpatial).
•Neat and professional in appearance at all times