Chief of Staff

3 weeks ago

Canada University of Ottawa Full time

Duration in Months (for fixed-term jobs): Faculty/Service - Department: Office of the Vice-President, Finance and Administration


Campus: Main Campus


The Chief of Staff serves as a strategic partner to the Vice-President, Finance and Administration (VPFA), providing essential support to maximize the VPFA's effectiveness and the organization's overall success. This senior leadership role involves collaborating closely with the VPFA and other key stakeholders to streamline operations, manage priorities, and drive strategic initiatives forward. The Chief of Staff acts as a trusted advisor, gatekeeper, project manager, and liaison across the organization, ensuring alignment with the VPFA's vision and goals.


Plans, organizes, leads and monitors all initiatives under the Office of the VPFA facilitating collaboration among stakeholders and driving decision making. This involves engaging in regular strategic discussions, brainstorming sessions, and planning meetings to align organizational goals with the VPFA's vision. Designs and evaluates various projects and programs in key areas to advance the University’s strategic goals. Priority Management: Working closely with the VPFA, the Chief of Staff helps identify and prioritize strategic objectives and initiatives. This includes assessing the urgency and importance of various tasks and projects, allocating resources effectively, and ensuring that the VPFA's time is focused on high-impact activities that advance the organization's mission. Manage the VPFA's time effectively, coordinating external opportunities and assessing their alignment with priorities.


Information Management: The Chief of Staff plays a central role in managing information flow to and from the VPFA. Conducts research, analyzes data, and makes recommendations to support strategic initiatives. This includes assessing the urgency and pertinence of items as they arise, understanding the governance requirements for matters to bring forward, and assuring the quality and completeness of documents being submitted. Represents the Vice-President on various committees and with numerous organizations, occasionally acting as the Vice-President’s spokesperson with government officials and stakeholders.


Communication Support: The Chief of Staff assists the VPFA in managing internal and external communications, including drafting speeches, presentations, and correspondence on behalf of the VPFA. Additionally, the Chief of Staff may liaise with the communications team to ensure consistent messaging and branding across various channels. Bachelor's degree in Business Administration or a related field, or an equivalent combination of education and experience. A Master's degree in Business Administration would be an asset.


Fifteen (15) years’ of management experience, more specifically:


experience in creating business plans and planning documents


experience in developing organizational performance scorecards (objectives, targets, strategies, performance indicators)


experience in project management


experience in organizational change management


Demonstrated loyalty, discretion, and selflessness in supporting executive leadership.


In-depth experience in managing financial and human resources.


In-depth knowledge of university culture and of how a university operates is an asset.


Exceptional emotional intelligence, with the ability to build rapport and foster positive relationships.


Excellent skill in writing reports for senior management and various decision-making bodies.


Fluency in French and English (spoken and written)


Planning: Organize in time a series of actions or events in order to realize an objective or a project. Client Service Orientation: Help or serve others to meet their needs. The University of Ottawa embraces diversity and inclusion in the workplace. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.however, Canadians and permanent residents will be given priority.


If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.


Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.
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