Receptionist & Staff Assistant

Since 1911, City Colleges of Chicago has been connecting students from across Chicago’s neighborhoods to economic opportunity. By offering a quality education at an unprecedented value, City Colleges provides our students and alumni with a pathway to upward mobility. City Colleges of Chicago is the city’s most accessible higher education engine of socioeconomic mobility and racial equity—empowering its students to take part in building a stronger and more just city. As Illinois’ largest community college system, City Colleges is comprised of seven colleges and five satellite sites across Chicago. Since 1911, City Colleges of Chicago has been connecting students from across Chicago’s neighborhoods to economic opportunity. By offering a quality education at an unprecedented value, City Colleges provides our students and alumni with a pathway to upward mobility. City Colleges of Chicago is the city’s most accessible higher education engine of socioeconomic mobility and racial equity—empowering its students to take part in building a stronger and more just city. As Illinois’ largest community college system, City Colleges is comprised of seven colleges and five satellite sites across Chicago.

Since 1911, City Colleges of Chicago has been connecting students from across Chicago’s neighborhoods to economic opportunity. By offering a quality education at an unprecedented value, City Colleges provides our students and alumni with a pathway to upward mobility. City Colleges of Chicago is the city’s most accessible higher education engine of socioeconomic mobility and racial equity—empowering its students to take part in building a stronger and more just city. As Illinois’ largest community college system, City Colleges is comprised of seven colleges and five satellite sites across Chicago.

PRIMARY OBJECTIVE

Reporting to the Executive Office Manager – Office of the Chancellor, the Receptionist & Staff Assistant (DO) serves as the first point of contact for all visitors and is responsible for creating a welcoming environment. The Receptionist & Staff Assistant (DO) manages facility access, performs a variety of office duties, and provides administrative support of a confidential nature to support the operations of the Chancellor’s Office. Performs related duties as assigned.   

ESSENTIAL DUTIES

·       Greets visitors to the District Office and directs them to appropriate meeting rooms, department, or staff; assists visitors with general inquiries.

·       Responds to inquiries and requests for information, routing them to appropriate personnel.

·       Answers and directs telephone calls, provides general information, takes messages, and transfers callers to appropriate staff. 

·       Maintains and handles confidential files, records, and sensitive information related to District Security and the Chancellor’s Office.

·       Assists the Executive Office Manager with coordinating events, appointments, and scheduling. 

·       Supports meetings and events, assisting staff and providing logistical support including arranging audiovisual technical support, ordering catering, preparing and distributing agendas and handouts, scheduling rooms, taking and distributing meeting notes, and tracking attendance.

·       Performs administrative tasks such as tracking deadlines, verifying details, and ensuring accuracy in reporting for office personnel.

·       Monitors and manages the general office email inbox and coordinates the distribution of critical communications to employees at 180 (District Office).

·       Serves as a back-up to the Chancellor’s Office Executive Office Manager by performing a range of administrative duties as directed.

·       Handles incoming and outgoing office mail, directing to appropriate staff, and redirects interoffice mail as needed.

·       Supports the Executive Office Manager in receiving and logging signature requests for the Chancellor’s Office.

·       Prepares and types correspondence including form letters, memos, and emails.

·       Copies and distributes documents including reports, proposals and presentations.

·       Enters and updates information in spreadsheets, databases, budget and contract systems.

·       Organizes and archives information to a shared system such as SharePoint.

·       Orders and maintains office supplies.

·       Adheres to CCC Customer Service Excellence standards.

·       Performs related duties as assigned.

REPORTING RELATIONSHIPS

Reports To                       Executive Office Manager – Office of the Chancellor

Direct Supervision          None

QUALIFICATIONS

·       High School diploma or the equivalent, supplemented by at least two years of clerical or receptionist experience. An equivalent combination of education, training, and experience may be considered at the discretion of management.

·       Knowledge of general office procedures and administrative practices.

·       Excellent written and verbal communication skills.

·       Familiarity with platforms such as DocuSign and Salesforce for document management and customer relationship tracking.

·       Ability to draft and format basic correspondence with accuracy and professionalism.

·       Strong organizational and time management skills with the ability to prioritize tasks as needed.

·       Ability to perform duties with a high level of professionalism, discretion, and sound judgment.

·       Ability to handle all situations with tact and diplomacy.

·       Ability to handle sensitive information with strict confidentiality

·       Ability to work within a culturally diverse environment.

·       Proficiency in the use of Microsoft Office 365 (Word, Excel, PowerPoint, SharePoint, Outlook, Teams).

Salary Range: $41,140 - $49,500

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!