MALCOLM X COLLEGE
Malcolm X College is currently seeking an
Executive Office
Support Liaison . The Executive Office Support Liaison performs
responsible administrative support of a confidential and sensitive
nature for executive-level administrators, including but not
limited to an Officer of the District (OD), college President, or
Vice-President.
Working in a fast-paced, highly energized work environment, the
position provides executive-level assistance to an Executive/OD by
performing administrative duties and handling sensitive information
with a high level of confidentiality and integrity. The Executive
Office Support Liaison interacts with administrators, staff,
community representatives, public officials, and other individuals
with a high level of professionalism. Performs related duties as
required.
The President's primary responsibility is to provide the vision for
the College and continuous leadership and direction for the
planning and operation of all aspects of the College's programs and
services in conformity with City Colleges of Chicago Board
policies, ICCB and IBHE rules and regulations, and State law. The
Office of the President is also responsible for developing,
maintaining, and evaluating the academic programs and student
services of the College and creating a climate that enhances
student learning, stimulates creative approaches to teaching and
learning, and motivates both staff and students to optimum
achievement through reinvention.
The mission of
Malcolm X College is to provide accessible
liberal arts and health-focused education that fosters personal and
professional achievement. To fulfill this mission, we focus on the
following core values: accountability, community, diversity,
empowerment, learning, and respect.
ESSENTIAL DUTIES
- Provides responsible administrative support and performs office
manager functions as directed for the Office of an Executive/OD.
Acts as backup for the Executive Office Manager as directed.
Provides front desk coverage in the Office of an Executive/OD.
Responds to inquiries and requests for information from visitors
and directs to appropriate personnel.
Responds to inquiries received either in-person, by phone, or
by email. Exercises discretion and good judgment in responding and
problem-solving. Consults with appropriate staff as needed.
Greets and announces visitors arriving at the Office of the
Executive/OD for scheduled meetings or appointments.
Answers and directs telephone calls, provides general
information, takes messages, and routes callers to appropriate
staff. Retrieves messages left on voice mail and directs to proper
staff.
Assists in managing supervisor’s calendar as needed; schedules
meetings and events; and informs supervisor of daily appointment
schedule and commitments.
Prepares and types correspondence for internal and external
constituents; copies and distributes documents; maintains
spreadsheets and databases. Maintains confidential files, records,
and other sensitive information.
Provides planning and coordinator support for meetings and
events including, but not limited to, executive tours, stakeholder
visits, faculty/staff appreciation receptions. Schedules rooms,
arranges for audio and visual technical support, prepares and
distributes materials, orders food/beverages; and tracks
attendance.
Handles incoming and outgoing office mail; opens mail and
directs to appropriate staff; and processes outgoing mail. Receives
and logs incoming signature requests while keeping an accurate
filing system of returned items.
Performs basic research, compiles data from various sources,
and prepares summary reports as requested.
Requests and relays information to college administrators and
staff as directed.
Prepares purchase requisitions to order supplies and equipment.
Reviews invoices and purchase orders for correct charges and
verifies delivery of ordered items.
May contribute to the preparation of information and documents
for use in collective bargaining agreement negotiations and other
labor relations matters.
May serve on committees as assigned.
May maintain and update business reports to include procurement
and requisition reports; budgets and cost reports; event expense
reports; and other management reports.
Manages or assists with special projects as needed.
Performs related duties as required.
QUALIFICATIONS
- Associate’s degree from an accredited college. Bachelor’s
degree or higher preferred
- Three years of experience in an administrative support
capacity
- Previous experience supporting executive functions strongly
preferred
- A combination of education and experience may be taken into
consideration provided the minimum degree requirement is met
- Must be proficient in the use of Outlook and Microsoft Office
(Word, Excel, PowerPoint)
- Knowledge of general office procedures and practices
- Excellent interpersonal, written and verbal communication
skills
- Ability to compose correspondence
- Strong organizational and time management skills
- Evidence of excellent customer service skills
- Ability to communicate clearly and interact with others
respectfully
- Ability to exercise discretion and good judgement
- Ability to work within a culturally diverse environment
- Ability to work independently and meet deadlines while
pro-actively managing multiple tasks and changing priorities
- English and Spanish bilingual preferred
Salary Range : $49,561 - $54,000
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
https://www.ccc.edu/departments/Benefits/
WE OFFER: Excellent health benefits at a low cost;
Investment plans 403(b) & 457(b); SURS Retirement Plan;
Generous vacation, holidays, personal and sick days; Tuition
Reimbursement. For a more detailed overview of benefits please
visit our benefits page.
MXC was recognized for its best-in-class student and staff
recruitment and retention practices, inclusive learning and working
environments, and meaningful community service and engagement
opportunities.
Chicago residency is required for all full-time employees within
6 months of hire.
We are an equal opportunity and affirmative action
employer.
Thank you for your interest in City Colleges of
Chicago!
Additional Information
- Salary Range: Salary Range: $49,561 - $54,000
