Executive Office Manager

Location
District Office
Posted
May 21, 2019
Institution Type
Community College
Duties and ResponsibilitiesExecutive Office Manager, Office of the General CounselDistrict Office
The City Colleges of Chicago (CCC) is made up of seven colleges, the largest community college system in Illinois and one of the largest nationally. We provide more than 80,000 students each year access to a quality, affordable education. CCC supports students in meeting their goals – whether that is pursuit of a credential to head into or advance in the workforce, an associate degree with the intention to transfer to a four-year college, free GED or ESL courses, or continuing education. CCC seeks candidates committed to our students’ success and offers a unique opportunity for faculty and staff to have a lasting impact in our students’ lives.
Primary Objective:The Office of the General Counsel (“OGC”) is responsible for defending the District in lawsuits and claims, litigation management, contract drafting and review, labor negotiations, employment law analysis, regulatory compliance, records access and privacy issues, and advising the District in the formulation and effectuation of management policies. The Executive Office Manager provides a wide range of confidential, high level administrative and executive support tasks for the OGC 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.
Duties and Responsibilities:
  • Supports the OGC in the day-to-day operations of the office, coordinating and collaborating on work activities with other support staff, organizing the workflow, relieving the Supervisor of administrative details and providing an efficient and organized office environment.
  • Collaborates with other support staff in the overall contract management intake process for the OGC.
  • Contributes to the development of processes and procedures to maintain efficient office management and administrative systems (e.g. filing systems and forms, telephones, office space, and the ordering of office equipment and supplies).
  • Handles privileged attorney/client and sensitive work-product communications, within the OGC and identifies privileged matters directed to the OGC.
  • 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.
  • Drafts and produces memoranda, correspondence and reports for supervisor, and prepares PowerPoint presentations.
  • Maintains confidential records and files (computerized and hard copy) in connection with labor relations, collective bargaining, litigation and other matters
  • Inputs, retrieves, scans, interprets and updates information using a computerized legal database.
  • Greets and screens visitors and all incoming calls for the OGC. Provides information to individuals as appropriate.
  • Act as a liaison between the OGC and other District and college departments for legal matters, contract management and general updates.
  • 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 the OGC, providing administrative support needed to contact and confirm meeting with individuals, schedule meeting space, prepare agenda, take minutes and provide appropriate meeting documents.
  • Performs other project duties as assigned.


QualificationsEducation, Training and ExperienceAssociate’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)
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 AbilityConsiderable knowledge of computer software including word processing, spreadsheets, database management, and desktop publishing.Knowledge of proper use of English language in writing and grammar rulesKnowledge of office management and administrative processes and proceduresKnowledge of legal terminology helpful
Excellent interpersonal and verbal communication skillsExcellent business writing skillsExcellent organizational skillsAdvanced computer skills
Ability to work effectively within a culturally diverse work environmentAbility to exercise discretion and diplomacy in working with different levels of staffAbility to work independently and with a high degree of professionalism
Working ConditionsGeneral office environmentEquipmentStandard office equipmentComputers and peripheral equipment
Physical RequirementsPhysical ability to operate a personal computer and related office equipmentRequires use of computer screen for extended periodsOccasional lifting of 10 to 20 lbs. (e.g. office supplies, materials) 
Worker CharacteristicsAttention to Detail – Requires being careful about detail and thorough in completing work tasksInitiative – Demonstrate willingness to take on responsibilities and job challengesInnovation – Requires creativity and alternative thinking to develop new ideas for and answers to work-related problemsAdaptability/Flexibility – Be open to change (positive or negative) and to considerable variety in the workplace
Chicago residency is required fro all full-time employees within 6 months of hireWe are an equal opportunity and affirmative action employerThank you for your interest in City Colleges of Chicago 

Job: Office/Administrative Support
Primary Location: District Office
Job Posting: May 20, 2019, 11:55:11 AM

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