Executive Office Mgr-Chancellors Office

City Colleges of Chicago’s vision is to be recognized as the city’s most accessible higher education engine of socioeconomic mobility and racial equity – empowering all Chicagoans to take part in building a stronger and more just city.  The community college system’s more than 3,500 faculty and staff serve more than 60,000 students annually at seven colleges and five satellite sites.

PRIMARY OBJECTIVE

Reporting to the Executive Director - Institutional Health and Continuous Improvement, the Executive Office Manager - Office of the Chancellor performs executive and administrative support duties of the highest level of responsibility, confidentiality, and sensitivity in support of the Chancellor and executive leadership including the Executive Vice Chancellor, Chief Institutional Advancement Officer and Chief of Staff. 

The Executive Office Manager facilitates the efficient operation of the Officer of the Chancellor, serving as a primary point of contact to internal and external constituencies seeking access to the Office, the Chancellor, and executive leadership; responsible for administrative matters related to calendar management; the scheduling of meetings, events and other commitments; status of information requests; and travel arrangements. Assists and supports the Chancellor and executive leadership on various projects as assigned. 

The Executive Office Manager demonstrates a strong professional demeanor, is a strong communicator able to establish effective working relationships, and is expected to utilize independent judgement, initiative, and discretion in the performance of duties in a manner that is consistent with the mission, strategic plan, and goals of City Colleges of Chicago.  Performs other duties as assigned. 

ESSENTIAL DUTIES

Executive Support

• Maintains the Chancellor and EVCs calendars, makes travel arrangements, and provides organizational support for daily activities, including routine approvals and tasks. 
• Plans and organizes in-person and virtual l meetings and special events; utilizes various scheduling platforms to schedule and confirm meetings; prepares agendas and meeting documents; and organizes logistics to include meeting space, IT equipment and refreshments.   
• Greets and screens visitors and all incoming calls for the Chancellor and EVC.  Provides information to individuals as appropriate. Responds to inquiries and requests for information.
• Facilitates communication with key internal and external constituents on the Chancellors or EVC behalf as directed.
• Maintains the Chancellors and EVCs contacts in Salesforce and supports regular contact management in the system.
• Reviews, tracks, and monitors all correspondence requiring Chancellor and EVC approval or signature, ensuring timely review. 
• Maintains expense reports, tracks travel expenses, and prepares quarterly reports or reports-on-demand for review. 
• Drafts and prepares correspondence for internal and external constituents; copies and distributes documents; maintains spreadsheets and databases. 
• Attends meetings as directed.  Serves on committees and as a liaison on projects as assigned. 
• Handles privileged attorney/client and sensitive work-product communications, including accessing and conveying privileged communications to the Office of the General Counsel and Inspector General.
• Researches, organizes, and analyzes information and materials and prepares related reports.
• Maintains a broad knowledge of policies, procedures, regulations, and rules governing CCC, to ensure compliance.

Office Management

• Manages the day-to-day operations of the office, coordinating work activities with other support staff, organizing the workflow, relieving the Chancellor and EVC of administrative detail, and providing an efficient and organized office environment. 
• Implements processes and procedures to maintain efficient office management and administrative systems (e.g. filing systems and forms, timesheet management and approval, telephones, office space, and the ordering of office equipment and supplies).
• Responds to inquiries received either in-person, by phone, or email. Exercises discretion and good judgment in responding and problem solving. Consults with appropriate staff as needed.
• Supervises and trains office support staff and work study students. Provides direction and coaching as needed.
• Supports and oversees room reservations at the District Office (180 N. Wabash).
• Serves as liaison to security and facilities teams at District Office (180 N. Wabash).

Project Management

• Manages the lifecycle of special projects, including developing and executing project plans, coordinating with project sponsors and internal stakeholders and acquiring resources and coordinating with third-party contractors as applicable. 
• Manages data and prepares reports using Excel spreadsheets, SharePoint sites and other software including Salesforce and PeopleSoft. 
• Provides support on multiple projects simultaneously and follows through on tasks in an efficient and timely manner.
• Monitors and tracks budget allocations, the preparation of purchase orders, vendor relations, and the status of requisitions, contracts, and orders. Ensures expenditures are within the department's budget.   
• Assists with pre- and post-employment activities for the Chancellors Office, including maintaining interview schedules, new employee onboarding, equipment and office space allotment and scheduling telephone and computer set-up. 
• Adheres to CCC Customer Service Excellence standards.
• Performs other duties as assigned.

REPORTING RELATIONSHIPS

Reports To                        Executive Director, Institutional Health and Continuous Improvement

Direct Supervision          Office Support Staff

Indirect Supervision       Other employees may be assigned on a project-by-project basis

QUALIFICATIONS

• Bachelor's degree from an accredited college or university
• Five years of administrative/office experience supporting C- Level Executives, preferably in an institution of higher education or a non-profit organization  
• A combination of education and experience may be taken into consideration 
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Excellent interpersonal and verbal communication skills.
• Excellent business writing skills. 
• Strong organizational skills that reflect ability to perform and prioritize tasks seamlessly with excellent attention to detail. 
• Ability to demonstrate the highest level of customer/client service 
• Ability to work effectively within a culturally diverse work environment   
• Ability to take initiative and handle difficult situations with tact and diplomacy
• Ability to handle confidential information with discretion
• Ability to work independently and with a high degree of professionalism 
• Proficiency in the use of Microsoft Office 365 (Excel, Word, SharePoint, PowerPoint, Outlook).