"Asst Manager-Business Operations (OIT, Academic Affairs, OSX)"

PRIMARY OBJECTIVE

Reporting to the Senior Business Manager, the Assistant Manager-Business Operations (DO) provides critical operational, financial, and administrative support across several District departments. This role ensures the smooth execution of day-to-day business activities, including procurement, invoice processing, financial reconciliation, compliance tracking, and project coordination.

The Assistant Manager-Business Operations (DO) serves as a liaison between departmental staff and internal offices such as Procurement, Accounts Payable, and Legal, ensuring accurate and timely financial transactions and adherence to City Colleges of Chicago (CCC) policies. The position also supports the implementation of process improvements and digital workflows to increase operational efficiency and service delivery across supported units. Performs related duties as required.

ESSENTIAL DUTIES

• Supports the Senior Business Manager with the initiation, tracking, and reconciliation of purchase requisitions, purchase orders (POs), and vendor payments.
• Reviews and verifies invoices for accuracy and documentation prior to processing.
• Collaborates with departments and vendors to resolve discrepancies, identify outstanding payments, and ensure on-time processing.
• Maintains internal financial logs, trackers, and status reports to monitor spend, budget usage, and procurement cycles.
• Assists in managing digital workflow systems and form submissions for POs, travel approvals, and contracts, ensuring accuracy and compliance with CCC policies.
• Monitors the lifecycle of purchasing requests from entry to closeout, proactively flagging delays or missing documentation.
• Coordinates with internal stakeholders, such as Procurement, Finance, and Legal, to facilitate timely review of contracts and agreements.
• Assists with the preparation and submission of reports for internal audits, FOIA requests, and external grantor compliance.
• Tracks key financial initiatives such as year-end close, capital projects, grant spenddown, and departmental allocations.
• Helps compile budget data and supporting documentation for financial reporting, planning, and variance analysis.
• Assists in preparing and maintaining standard operating procedures (SOPs), job aids, and checklists to support consistent and efficient business processes.
• Supports training and onboarding efforts for new departmental staff on financial systems and CCC policies.
• Ensures documentation and records are properly organized and accessible for audits, reviews, or grant reporting.
• Serves as a point of contact for department staff inquiries related to procurement, payments, travel, or financial workflows.
• Provides professional, timely, and accurate communication with internal departments and external vendors.
• Provides backup support during staff absences or peak workload periods.
• Participates in continuous improvement efforts, offering recommendations to streamline processes or enhance transparency.
• Performs related duties as required.

REPORTING RELATIONSHIPS

Reports To Senior Business Manager (DO)

Direct Supervision College Administrative Assistant

QUALIFICATIONS

• Bachelors degree from an accredited college or university in Accounting, Business or Public Administration, Finance, or a related field
• Three years of experience in an accounting, financial or business/management area
• An equivalent combination of education and experience may be considered at managements discretion
• Experience working in business and/or finance at a higher education institution desirable
• Knowledge of generally accepted accounting, fiscal, and reporting principles
• Knowledge of CCC's procurement and accounts payable procedures and business/financial policies
• Excellent interpersonal, verbal, and written communication skills
• Excellent analytical, problem solving, and organizational skills
• Strong attention to detail and accuracy
• Skill in using spreadsheet and database software in financial analysis and reporting
• Ability to develop and present budgets and financial information to both a financial and non-financial audience
• Ability to effectively communicate complex information in a clear and concise manner
• Ability to handle sensitive situations with tact and diplomacy
• Ability to work within a culturally diverse environment
• Proficiency in the use of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams) with advanced knowledge of Excel and PowerPoint

$70,251 - $75,000

Offered salary will be determined by the applicant's education, knowledge, skills and abilities, as well as other factors such as internal equity.

Benefits information is found at https://www.ccc.edu/departments/Benefits/

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.

We are an equal opportunity and affirmative action employer. Chicago residency is required for all full-time employees within 6 months of hire. Thank you for your interest in CCC!