Office Manager (Chief Equity Office)

Chicago Public Schools (CPS) is a district on the rise, serving over 325,000 students in 500+ schools and employing over 45,000 people, most of them teachers. CPS has set ambitious goals to ensure that every student, in every school and every neighborhood, has access to a world-class learning experience that prepares each for success in college, career, and civic life. Aligned with our transformed philosophy, we are steadfastly focused on ensuring that the District provides resources equitably to support every student, every school, and every community. Six core values guide the work we do every day for our students – student-centered, whole child, equity, academic excellence, community partnership, and continuous learning. Each role in the district supports our vision that every student deserves a rigorous, joyful, and equitable learning experience.

The Office of Equity's mission is to develop, support, implement, and report on district efforts to eliminate the opportunity gaps in education quality, policies, and support for students and adults.  The Office of Equity is a cabinet-level office established in 2018.   The CPS Office of Equity works hand-in-hand with district offices to ensure each undertaking is pursued with equity as a goal.  To drive progress on equity, the Office of Equity oversees the continually evolving CPS Equity Framework, a source of guidance tools, evidence-based ideas, and resources for CPS staff, partners, and community members addressing complex equity issues. 
 

Job Summary:

Reporting to the Chief Equity Officer, the Office Manager will serve a central role in supporting the Chief and helping to ensure the Office is equipped to complete its core function.  The Office Manager is responsible for maintaining business services, organizing office operations, ensuring documentation of key policies and procedures, developing intra-office communication protocols, assisting with the development of material distributed and presented by the office, maintaining office supply inventory control, and providing executive administrative support to the Chief Equity Officer and the Office of Equity team. 

The Office Manager will be held accountable for the following responsibilities:

• Oversee office budget as well as perform office financial transactions and approve invoices and ensure that accounts payables and receivables are entered accurately in a timely manner.
• Prepare and manage payroll, reimbursements, and purchase orders.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Provide day-to-day requests as needed and administrative support to the Chief (e.g., managing calendar, preparing documents and correspondence, maintaining electronic and paper files).
• Organize large meetings, which may include multiple departments.
• Handle a wide variety of complex situations and time conflicts involving the business/administrative functions of the office and is responsible for confidential and time-sensitive material on a regular basis with integrity.
• Provide administrative support for other members of the Office as assigned/directed by the Chief.
• Organize and manage intricate projects (staff meetings, conferences, presentations, and calls).
• Identify department supply needs and ensure sufficient and appropriate supplies are stocked to meet those needs.
• Establish procedures for on-boarding, submitting reimbursement requests, maintaining employee files, and staff work schedules.
• Submit and follow up on work order requests (i.e., IT, Talent, etc.)
• Maintain files and records in accordance with legal requirements and CPS policies and procedures.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs in a responsive, respectful, and timely manner (i.e., within 24 hours).
• Perform other duties as assigned

In order to be successful and achieve the above responsibilities, the Office Manager must possess the following qualifications: 

Education Required:

• Associate’s degree from an accredited college is required
• Bachelor's degree is preferred

Experience Required:

• Minimum of five (5) years of professional administrative support experience is required
• Minimum of three (3) years of experience supporting executive-level leadership, providing consultative support, and working collaboratively with a team of professionals is required
• Experience working in a large decentralized organization, managing multiple projects and simultaneous deadlines, is preferred
• Experience handling payments, vendors, accounting, and budgeting is preferred

Knowledge, Skills, And Abilities:

• Ability to quickly prioritize tasks and responsibilities
• Skilled in using a range of technology and digital tools, including a high degree of proficiency in Microsoft Office and Google Workspace.
• Exceptional verbal, written, and interpersonal communication skills, with the ability to interact positively and professionally with external partners, schools, and CPS Departments at all times.
• Excellent attention to detail, organizational skills, and ability to effectively multi-task in a fast-paced environment.
• Ability to quickly learn and understand Chicago Public Schools departments, policies, and practices.
• Ability to build relationships, establish collaborative partnerships, and work with a wide range of constituencies with diplomacy and tact.
• Ability to work well in a fast-paced professional environment and operate with urgency in accomplishing goals and objectives while maintaining a customer focus.

• Excellent Judgment

Conditions Of Employment

As a condition of employment with the Chicago Public Schools (CPS), employees are required to:

• Establish/Maintain Chicago Residency - Employees are required to live within the geographic boundaries of the City of Chicago within six months of their CPS hire date and maintain residency throughout their employment with the district. The Chicago residency requirement does not apply to temporary/part-time positions; however, all CPS employees must be residents of Illinois.