Executive Office Manager

EXECUTIVE OFFICE MANAGER

HAROLD WASHINGTON COLLEGE

CITY COLLEGES OF
CHICAGO

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 70,000 students annually at seven colleges and five satellite sites.

Harold Washington College is proud to be a member of the Caring Campus network. Caring Campus is a model of professional development that
works to implement strong and consistent behavioral commitments for all employees in regard to how they interact with students. As a result
of this work, employees become engaged with students on a level that has not occurred before. The core benefit of this work is making a
connection with students, many of whom have not had an adult who has cared about them in an educational system.

JOB
SUMMARY

An Executive Office Manager performs a wide range of confidential, high level administrative and executive support
tasks for executive level employees, including but not limited to an Officer of the District (“OD”). Performs duties in a manner that is
consistent with the mission, strategic plan, and goals of City Colleges of Chicago. Demonstrates a strong professional demeanor, reliability
and trustworthiness. Performs related duties as required.

ESSENTIAL DUTIES

• Manages the day-to-day
  operations of the office, coordinating work activities with other support staff, organizing the workflow, relieving the Executive/OD of
  administrative details and providing an efficient and organized office environment.
• Supervises the development of processes and
  procedures to maintain efficient office management and administrative systems (e.g. filing systems and forms, payroll, telephones, office
  space, and the ordering of office equipment and supplies).
• Handles privileged attorney/client and sensitive work-product
  communications, including accessing and conveying privileged communications to the Office of the General Counsel and identifying privileged
  matters directed to an OD’s office.
• Contributes to the preparation of information and documents for use in collective bargaining
  agreement negotiations and other labor relations matters.
• Maintains the supervisor’s appointment calendar, schedules appointments,
  and makes travel arrangements.
• Manages data and prepares reports using Excel spreadsheets and other software including Access and
  PeopleSoft.
• Drafts and produces memoranda, correspondence and reports for supervisor, and prepares PowerPoint
  presentations.
• Greets and screens visitors and all incoming calls for supervisor. Provides information to individuals as
  appropriate.

Executive Office Manager

• Maintains regular communication with an OD’s support team to exchange
  information relating to developments within the organization that impact on OD.
• Prioritizes, manages, consults on, and provides
  expert advice on multiple projects and follows through on tasks in an efficient and timely manner.
• Manages, tracks, and monitors
  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 including maintaining interview
  schedules, new employee onboarding, equipment and office space allotment and scheduling telephone and computer set-up.
• Organizes
  general meetings for an OD, providing administrative support needed to contact and confirm meeting with individuals, schedule meeting space,
  prepare agenda, take minutes and provide appropriate meeting documents.
• Researches a variety of issues and evaluates various reports
  at the request of supervisor, and provides summaries of findings and recommendations.
• Represents and attends meeting for supervisor
  as directed. Serves on committees and as a liaison on projects as assigned by supervisor.
• Supervises office support staff and work
  study students; trains staff on office workflow procedures and processes.

REPORTING RELATIONSHIPS

Report to: Executive level manager; Officer of the District

Direct Supervision: Office Support Staff

QUALIFICATIONS

Education, Training and Experience

• Bachelor’s degree from an
  accredited college or university and five years of business/office experience as an office manager, secretary, administrative or executive
  assistant or a similar role.
• A combination of education and experience may be taken into consideration based on the applicant’s
  credentials
• Must be computer proficient with knowledge of a variety of software programs, including Microsoft Office (Excel, Word,
  PowerPoint)

Executive Office Manager

The following generally describes the Knowledge, Skills and Abilities required to
enter the job and/or be learned within a short period of time to successfully perform the assigned duties

Knowledge, Skills
and Ability

• Considerable knowledge of computer software including word processing, spreadsheets, database management,
  and desktop publishing.
• Knowledge of proper use of English language in writing and grammar rules
• Knowledge of office
  management and administrative processes and procedure.
• Excellent interpersonal and verbal communication skills
• Excellent
  business writing skills
• Excellent organizational skills
• Advanced computer skills
• Ability to work effectively within
  a culturally diverse work environment
• Ability to exercise discretion and diplomacy in working with different levels of
  staff
• Ability to work independently and with a high degree of professionalism

Working Conditions

• General office environment

Equipment

• Standard office equipment
• Computers and
  peripheral equipment

Physical Requirements

• Physical ability to operate a personal computer and
  related office equipment
• Requires use of computer screen for extended periods
• Occasional lifting of 10 to 20 lbs. (e.g.
  office supplies, materials)

Worker Characteristics

• Attention to Detail – Requires being careful
  about detail and thorough in completing work tasks
• Initiative – Demonstrate willingness to take on responsibilities and job
  challenges
• Innovation – Requires creativity and alternative thinking to develop new ideas for and answers to work-related
  problems
• Adaptability/Flexibility – Be open to change (positive or negative) and to considerable variety in the workplace

SALARY RANGE: $60,000.00 – $65,000.00

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 Health and Benefits – City Colleges of
Chicago

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!

TBD

Additional Information