Chief of Staff I (Director of Internal Operations) - R105551

at  University of Louisville

MINIMUM REQUIREMENTS:

Bachelor’s degree in a related field and eight (8) years of relevant experience or an equivalent combination of education and experience. Grade 11 (Salaried)

POSITION DESCRIPTION:

The Chief of Staff I for the Office of External Relations and Communications provides high-level strategic and human resources planning and support, coordinates actions, and proactively initiates, executes, and implements communications and initiatives in support of department goals. Ensures operational efficiency and effectiveness within the Office of External Relations and Communications. The position provides oversight and project management for strategic priorities outlined by the Vice President of External Relations and Communications. This position interacts on a regular basis with the President’s office, executives, staff, campus partners, external partners, and donors. The Director of Internal Operations reports directly to the Vice President for External Relations and Communications (VPERC).

Essential Duties and Responsibilities

• Provide oversight and executive level management of strategic priorities and initiatives for the Office of External Relations and Communications. Oversee strategic initiatives from ideation to implementation.
• Manage the progress of a wide range of projects, programs, initiatives, and activities designed to achieve the University’s mission and strategic vision.
• Build, maintain, and coordinate successful working relationships with a wide range of offices, staff, and stakeholders, internal and external to the University.
• Serve as the executive liaison with the President’s office, staff, faculty, students, external consultants, and the general public, representing the VP of External Relations and Communications, as needed.
• Gather, investigate, research, analyze, and/or study information affecting University-wide, intradepartmental, or interdepartmental operations.
• Anticipate, identify, and troubleshoot issues of concern or significance; exercise discretion to provide timely information and necessary updates across multiple stakeholders.
• Interface with Senior Leadership Team (SLT) and their respective administrative teams to coordinate interdepartmental initiatives.
• Prepare internal communications and presentations for SLT members and other University stakeholders on behalf of the VPERC.
• Assist VPERC to develop and implement strategies for engaging legislative leaders to advance organizational goals.
• Coordinate meetings, briefings, and events with legislative stakeholders.
• Draft communications, including letters, position papers, and briefing materials for legislative outreach.
• Build and maintain a network of contacts within legislative offices and relevant committees.
• Track legislative developments and provide timely updates to internal stakeholders as designated by the VPERC
• Ensure matters requiring the attention of executive leaders are thoroughly developed, researched, and evaluated; respond to routine inquiries and represents for the VPERC, where appropriate and when necessary.
• Coordinate and/or oversee the scheduling of the VPERC’s calendar, events, meetings, and other requests to balance and address the VPERC’s priorities and initiatives.
• Support and sustain a culture of service, professionalism, and continuous improvement within the office.
• Manage daily correspondence within the office; respond to complaints, concerns, and inquiries with a high sense of urgency and confidentiality; delegate to executive leadership for follow-up action.
• Handle sensitive and confidential information as appropriate.
• Supervise assigned personnel within the Office of External Relations and Communications.
• Assist the VPERC Administration to achieve personal and professional goals.
• Manage fiscal operations for the Office of the President and the Office of External Relations and Communications, overseeing accounts payable, accounts receivable, travel and expense management, purchasing, procurement, and handling gifts, endowments, and state funds in accordance with agreements
• Additional duties as assigned.

Preferred Qualifications

• Master’s Degree
• Proven leadership, supervisory and administrative experience
• Excellent interpersonal, organizational, and communication skills, including written and verbal
• Driver’s license and vehicular transport
• Proven experience working with VIPs, industry and business leaders, and high-profile clients
• Program management experience
• Highly motivated and collaborative
• Able to build relationships
• Proven leadership experience

Competencies

• Leader of character; embodies and displays the Cardinal Principles
• Supports equity and inclusion; treats everyone with dignity and respect
• Excellent time management skills; executes with a sense of urgency and high attention to detail
• Strategic planning skills
• Strong interpersonal, organizational, and critical thinking skills; adaptability to meet changing demands
• Ability to identify, analyze and address a wide variety of issues in a high-intensity environment
• Knowledge of the goals, objectives, structure, and operations of a major public university
• Ability to gather data, compile information, and prepare reports
• Ability to perform complex tasks and to prioritize multiple projects
• Superior research, writing, and oral communication
• Ability to create, compose, and edit correspondence and other written materials
• Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments; support and inspire to achieve personal and professional goals
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures
• Exceptional interpersonal skills and the ability to interact and work effectively with administrators, academic leadership, faculty, students, community leadership, public officials, funding agencies, and members of the community at large
• Demonstrated ability to maintain trust and confidentiality

• Provide oversight and executive level management of strategic priorities and initiatives for the Office of External Relations and Communications. Oversee strategic initiatives from ideation to implementation.
• Manage the progress of a wide range of projects, programs, initiatives, and activities designed to achieve the University’s mission and strategic vision.
• Build, maintain, and coordinate successful working relationships with a wide range of offices, staff, and stakeholders, internal and external to the University.
• Serve as the executive liaison with the President’s office, staff, faculty, students, external consultants, and the general public, representing the VP of External Relations and Communications, as needed.
• Gather, investigate, research, analyze, and/or study information affecting University-wide, intradepartmental, or interdepartmental operations.
• Anticipate, identify, and troubleshoot issues of concern or significance; exercise discretion to provide timely information and necessary updates across multiple stakeholders.
• Interface with Senior Leadership Team (SLT) and their respective administrative teams to coordinate interdepartmental initiatives.
• Prepare internal communications and presentations for SLT members and other University stakeholders on behalf of the VPERC.
• Assist VPERC to develop and implement strategies for engaging legislative leaders to advance organizational goals.
• Coordinate meetings, briefings, and events with legislative stakeholders.
• Draft communications, including letters, position papers, and briefing materials for legislative outreach.
• Build and maintain a network of contacts within legislative offices and relevant committees.
• Track legislative developments and provide timely updates to internal stakeholders as designated by the VPERC
• Ensure matters requiring the attention of executive leaders are thoroughly developed, researched, and evaluated; respond to routine inquiries and represents for the VPERC, where appropriate and when necessary.
• Coordinate and/or oversee the scheduling of the VPERC’s calendar, events, meetings, and other requests to balance and address the VPERC’s priorities and initiatives.
• Support and sustain a culture of service, professionalism, and continuous improvement within the office.
• Manage daily correspondence within the office; respond to complaints, concerns, and inquiries with a high sense of urgency and confidentiality; delegate to executive leadership for follow-up action.
• Handle sensitive and confidential information as appropriate.
• Supervise assigned personnel within the Office of External Relations and Communications.
• Assist the VPERC Administration to achieve personal and professional goals.
• Manage fiscal operations for the Office of the President and the Office of External Relations and Communications, overseeing accounts payable, accounts receivable, travel and expense management, purchasing, procurement, and handling gifts, endowments, and state funds in accordance with agreements
• Additional duties as assigned