Seasonal Temporary (Executive Assistant)

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 approximately 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 Portfolio Management (OPM) ensures every student in Chicago has a choice of well-resourced schools in their neighborhood that best meet their unique learning needs by building coherent and aligned systems for enrollment, regional school planning, incubation of quality school options, and school accountability across the district. OPM consists of the following departments:
• Office of Access & Enrollment (OAE): The Office of Access and Enrollment oversees the application, testing, selection, projection, and transfer process for all district managed schools and designated charter schools to ensure all Chicago children have equal access to high-quality programs that fit their educational needs.
• School Quality Measurement & Research (SQMR): School Quality Measurement and Research provides strategic planning infrastructure, and timely and accurate school performance management, data, and analysis to schools, networks, and Central Office. SQMR builds a foundation of high-quality, research-based evidence to inform district practice, policy, and vision; and community choices.
• Office of Innovation & Incubation (I&I): The Office of Innovation and Incubation (I&I) provides incubation, management, and oversight of charter, contract, and alternative schools as options for CPS students and families. This department also leads the district's Academic RFP process, which provides school communities across the city with access to highly demanded programs. In just its second year of engaging with communities, it has committed over $50 million across 54 schools in new programs.
• Office of Planning & Data Management (PDM): The Office of Planning and Data Management enables and supports the district by offering a variety of geographically based school and student data management services that help us understand student demographics and population trends. Among these services is PDM's leading role in shaping the district's Annual Regional Analysis.

Job Summary:

Reporting to the Chief Portfolio Officer, the Part-time Seasonal Executive Assistant will be responsible for the day-to-day operation of the Portfolio Office. The Part-time Seasonal Executive Assistant will provide accurate maintenance of schedules and correspondence for the Chief Portfolio Officer and other administrative team members to facilitate the efficient operation of the office. This role will also serve as liaison with governmental agencies, other CPS offices, department heads, outside agencies, community representatives, schools and parents.

This is a part-time/temporary position that will be compensated for time worked on an hourly basis. The work schedule for this role will consist of an estimated 35 hours per week, for an anticipated period of 6 months beginning 9/11/23 and ending 3/4/24. Due to the part-time/temporary nature of this work, this is not a benefit-eligible position.

The Executive Assistant will be held accountable for the following responsibilities:

• Serve as the initial point of contact for office inquiries.
• Triage issues to resolve them immediately and/or escalate them to the appropriate staff within one business day.
• Coordinate logistics and assist with the facilitation of district events and programs sponsored by the Portfolio Office.
• Coordinate, review and prepare all office procurement needs via Oracle and other applicable systems.
• Prepare and manage payroll, reimbursements, and purchase orders for Portfolio Office staff.
• Assist with the monitoring and tracking of budget expenditures to maximize resources and prevent overtures.
• Support expense reimbursement process for office.
• Maintain electronic records systems for correspondence and office records.

• Support the Portfolio Office's relationships and communication with networks, schools, other departments, external partners and agencies.
• Oversee and manage scheduling with internal and external stakeholders.
• Coordinate bi-weekly CEO memos and Board reports.
• Ensure that work related to funders abides by all compliance requirements, regulations and district-wide expectations.
• Develop initial drafts of critical documents.
• Support onboarding of new Portfolio Office staff members.
• Perform additional related duties as assigned.

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

Education Required:

• High school diploma or GED equivalent
• Bachelor's degree from an accredited college or university preferred

Experience Required:

• Three (3) years of work experience supporting senior-level leadership in an administrative role preferred

Knowledge, Skills, and Abilities:

• Ability to manage and prioritize multiple projects and work effectively with minimal supervision while adhering to strict deadlines in a fast-paced complex environment
• Exceptional interpersonal/customer service skills and communication skills (Oral and Written)
• Ability to effectively work with stakeholders at all levels of the organization
• Superior organizational, problem-solving and critical-thinking skills
• Ability to use a range of technology and tools, including but not limited to IMPACT, Microsoft Office, Oracle and Google
• Ability to work both independently and in a collaborative team environment
• Spanish bilingual preferred

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.