Office Manager, Office Of Teaching & Learning

Chicago Public Schools (CPS) is one of the largest school districts in the United States, serving over 320,000 students in 600+ schools and employing nearly 40,000 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. In order to fulfill this mission, we make three commitments to our students, their families, and all Chicagoans: academic progress, financial stability, and integrity. Six core values are embedded within these commitments - student-centered, whole child, equity, academic excellence, community partnership, and continuous learning.
The Office of Teaching and Learning (T&L) provides school administrators and teachers with the professional learning and resources needed to engage students in rich and rewarding learning experiences. The Office is comprised of various academic and support departments, which work collaboratively to support student growth and progress toward meeting or exceeding state standards for academic excellence.
The Office Manager will support the Chief Officer, two Deputy Chiefs, and office-wide T&L staff in maintaining business services, managing office operations, ensuring documentation of key policies and procedures, developing intra-office communication protocols and materials, and performing other key administrative tasks to support the overall success of T&L. This position will report to the Chief Teaching & Learning Officer.
The Office Manager will be held accountable for the following responsibilities:

• Provide general administrative support to the T&L Chief (e.g., managing calendar, preparing documents and correspondence, maintaining electronic and paper files, formatting communications coming from the T&L office, etc.)
• Organize large meetings, which may include multiple departments, cross-office coordination, and external stakeholders
• Organize and manage the coordination of complex projects and events (professional development events, employee evaluations, etc.)
• Identify department supply needs and manage office supply inventory
• Manage procurement requisitions, invoices, accounts payable, and payroll for the Office of T&L
• Manage procedures for departmental onboarding, reimbursement requests, maintenance of personnel files, and staff work schedules
• Establish protocols to track T&L's initiatives
• Submit and follow up on work order requests with internal district departments (e.g., Information and Technology Services, Facilities, Talent, etc.) for Chief and T&L office staff
• Streamline communication protocols for the Office of T&L
• Oversee and track office-wide reporting documents such as the CEO memo, T&L memo, and other documents as assigned by the Chief to meet deadlines
• Serve as the central point of contact for all teams and departments across T&L
• Train part-time/miscellaneous office staff on CPS processes and procedures
• Provide guidance around the Skyline rollout as assigned (act as point of contact on teacher payments and the Skyline budget, ensuring CPS policies and procedures are followed)
• Maintain files and records in accordance with legal requirements and CPS policies and procedures
• Assist with other tasks and special projects as assigned by the Chief.

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

• Bachelor's degree from an accredited college or university

Experience 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 managing budgets and supporting business operations is preferred.

Knowledge, Skills, and Abilities:

• Excellent verbal and written communication skills; capable of communicating and collaborating with a wide variety of internal and external stakeholders
• Strong understanding of how to effectively navigate a complex, fast-paced environment such as CPS.
• Ability to handle a wide variety of complex situations, competing priorities and time conflicts involving the business/administrative functions of the office
• Ability to direct, problem-solve, develop and delegate as situations dictate.
• Ability to use a range of technology and digital tools, including but not limited to Microsoft, G-Suite, Oracle, and Kronos.
• Ability to successfully work both independently and as an effective, collaborative member of a team.
• Excellent organizational skills; capable of effectively multi-tasking, managing multiple projects simultaneously and driving them to successful completion in a fast-paced environment.
• Ability to handle time-sensitive and confidential information with integrity.

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.
• Be Fully Vaccinated Against COVID-19 - Unless approved for a medical or religious exemption, all employees are required to be up-to-date on COVID-19 vaccinations, including boosters, and to submit proof of vaccination to the district within 30 days of hire. "Up-to-date" on vaccination is defined as being at least two weeks past all primary vaccine doses and any applicable boosters.