Executive Office Manager - Chancellor's Office, CCC - Chicago, IL

 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.

• Salary Range: $63,394 -$71,600

Learn more/APPLY here!

Office Manager for Super Cool Urban Planning Tech Startup - San Francisco, CA

Office Manager for Super Cool Urban Planning Tech Startup

Location: San Francisco, CA

Type: Full Time

Min. Experience: Entry Level

We are looking for a well-versed and versatile Office Manager to join a growing team that is changing a big part of the way the world works. This is still a very small team, which means the next hire will have an opportunity to make a very big impact. If you want to get involved at the ground level of something exciting, this job might be for you.

In the role of Office Manager, you will play a highly visible role in supporting the company by cultivating a fun and functional office environment. Your overarching goal will be to ensure that every member of the team has a daily work experience that is as rewarding and productive as possible. You will be the eyes and ears of the organization, keeping a pulse on the people and playing a pivotal part in defining and driving the culture. This means you will have the opportunity to implement things you think will make our company a better (the best!) to work.

Our office is sort of feels like walking into your eclectic aunt’s place. The space is homey, with quirky furniture, an abundance of plants, and a garden out in the back. We’ve got maps on the walls, a collection of transit stamps, and a kitchen to indulge our inner foodies (we even cook together when we get the chance!).

Most importantly though, our office is filled with passionate and hardworking people. The culture here is highly mission-driven and value-oriented, meaning everyone cares deeply about transforming the current state of public transportation in this country –– we are all willing to do whatever it takes to meet our goals. We value work/life balance; we work hard when we’re in the office, so that we can go home and have dinner with our families. We’re not out to just hire “employees” here –– we want to bring on new members of a team, who will go on a journey together to build something incredible.

The work environment strongly emphasizes autonomy and personal accountability. We are looking for someone who can see all the details, and produce forward-thinking, polished results. You should enjoy working independently and figuring out how to get things done, even if you’ve never done them before. You should be self-sufficient and scrappy, with the chops to own a complicated task from start to finish. You’ve never met a problem you couldn’t solve –– resourceful might as well be your middle name.

You will play a large part of the company’s continued success and there will be a multitude of chances to make meaningful contributions. This is the perfect position if you’re looking for the immense personal satisfaction that comes from helping make the world a better, greener place.

Are you up for the challenge?

RESPONSIBILITIES:

• Taking high-level, potentially vague assignments and filling in the blanks.
• Managing inventory of office supplies as well as maintaining good working order and general cleanliness of kitchen, furniture, equipment, physical space, etc.
• Handling daily orders for lunch, while accommodating all dietary restrictions and requests (with a smile).
• Planning events to encourage team bonding and team building, including team dinners, social outings, offsite meetings, trivia nights, company retreats, conferences, and more.
• Being the cultural center of the team by recognizing staff birthdays and anniversaries.
• Participating in the sourcing, screening, recruiting, and onboarding process of new hires.
• Building and maintaining great relationships with people at all levels, from the janitor to the newest multi-million dollar client.
• Overseeing and assisting with finances.
• Following-up and following-through on all action items.
• Staying on top of ever-changing priorities and projects.

QUALIFICATIONS:

• Fresh and friendly, with an energetic and enthusiastic personality.
• We LOVE super smart people, as long as they’re also super kind people.
• Critical thinker and creative problem solver.
• Extremely proactive and productive; driven to learn a lot very quickly.
• Positive attitude, where no project or problem is too big or too small.
• Methodical and meticulous mentality. Dedicated and diligent.
• Polished and professional presence, with exceptional written and verbal communication skills.
• At least one to two years of work experience (either jobs or internships) in an office environment.
• Prior experience in a startup is a big plus.
• Relevant prior experience strongly preferred, e.g. in a role such as Executive Assistant, Personal Assistant, Operations Manager, Chief of Staff, Administrative Assistant, Research Assistant, Office Manager, Project Manager, Event Planner, Community Manager, Account Manager, Event Coordinator, Customer Support Associate, Client Relations, Business Development Manager, etc.

http://jobs.firstworldagency.com/apply/lvf7n7/Office-Manager-For-Super-Cool-Urban-Planning-Tech-Startup

Office Manager, UIC College of Urban Planning and Public Affairs - Chicago, IL

Title:

Office Manager - Urban Planning and Public Affairs (Job ID #53067) 

Department:

Urban Planning and Public Affairs 

Category:

Civil Service 

Location:

Chicago 

Close Date:

06/19/2015 

Salary Range:

$31,297.50 - $45,000.00 

Shift:

Days 

Hours Per Week:

37.5 

Description:

Job Summary:

The University of Illinois at Chicago is seeking an Office Manager for the College of Urban Planning and Public Affairs (CUPPA).

This position provides office support to the College of Urban Planning and Public Affairs Dean’s Office.  This includes office management, facilities/building management and troubleshooting, event planning, outreach and communications.

Duties:

Key Responsibilities & Duties:

70% - Office Management

20% - Event planning

5% - Outreach and communication

5% - Other duties as assigned

Qualifications:

Minimum Acceptable Qualifications:

1. High school diploma or equivalent
2. Twenty four (24) months of clerical/office support work experience comparable to that performed at the Office Support Specialist level of Office Support series or in other positions of comparable responsibility

Preferred Qualifications:

• Extensive knowledge of office support and general office practices and procedures
• Ability to type accurately at 40 wpm; extensive knowledge of grammar, spelling, punctuation, sentence and paragraph structure, and formatting; skill in oral and written communication; ability to utilize various software packages
• Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems; ability to organize and supervise the work of others.
• Bachelor's degree
• Experience working in a university environment; experience with event planning
• Demonstrate ability to write a report
• Working knowledge of  web related software and of maintaining listserv
• Ability to perform copyediting and proofreading and to create marketing materials.

To Apply: For fullest consideration, please complete an online application by clicking the Proceed to Application button below AND submit an Exam Request for CB8139 - Office Manager - Urban Planning and Public Affairs.

When completing your online application, please be sure to provide detailed information about your job knowledge and specific duties and responsibilities, as your qualifications for any Civil Service position will be primarily determined based on what is contained in the application. Dates of employment and if employed on a full or part time basis (including number of hours per week) must be indicated for each position held. Additional consideration will be given to supporting documentation i.e. resume, transcripts, licenses, and certifications so please be sure to attach all applicable documents.

If an application and exam request are not submitted by the close date, the applicant/employee will not be considered and the exam request will be denied. 

For fullest consideration, the above mentioned requirements must be submitted no later than Friday, June 19, 2015. 

We appreciate your interest in employment at the University of Illinois at Chicago. 

The University of Illinois is an Affirmative Action/Equal Opportunity Employer.