Chief of Staff

1 week ago

Ottawa, Canada University of Ottawa Full time

**Follow us on **LinkedIn**

**Job Type**:
Employee

**Duration in Months** **(for fixed-term jobs):
N/A

**Job Family**:
Business Strategy and Planning

**# of Open Positions**:
1

**Faculty/Service - Department**:
Office of the Vice-President, Finance and Administration

**Campus**:
Main Campus

**Union Affiliation**:
N/A

**Date Posted**:
April 22, 2024

**Closing Date**:
May 11, 2024
**Note**: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

**Hours per week**:
35

**Salary Grade**:
Non-Union Grade NM4

**Salary Range**:
$130,390.00 - $158,729.00

**Position Purpose**

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.

**In this role, your responsibilities will include**:

- ** Strategic Partnership**: The Chief of Staff serves as a strategic partner to the VPFA, offering insights and recommendations on key decisions and initiatives. 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. Collaborates to set strategic priorities and define metrics and updates to dashboards to track success. Designs and evaluates various projects and programs in key areas to advance the University’s strategic goals. Leads the annual strategic plan process ensuring alignment. Take part in the hiring process for leadership roles reporting to the VPFA, collaborating with HR teams and onboard top talent.
- ** 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. This involves synthesizing complex information into concise summaries, briefing materials, and presentations to facilitate the VPFA's decision-making process.. Conducts research, analyzes data, and makes recommendations to support strategic initiatives. Proposes and implements new systems and processes to improve operational efficiency.
- ** External/Internal Governance and Leadership Meeting Oversight**:Takes a proactive role in establishing the cadence and identifying files to bring forward to leadership and Board/Board committee meetings. 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. The Chief of Staff also regularly prepares the VPFA for meetings, provides relevant background information, prepares agendas, materials and talking points. During meetings, the Chief of Staff may take notes, track action items, and follow up on decisions and commitments to ensure timely execution. Post-meeting, the Chief of Staff assists in consolidating feedback, documenting outcomes, and communicating the next steps to relevant stakeholders. 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. Organize sector retreats, conferences and special events to foster collaboration and engagement.

**What you will bring**
- 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 (obj

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