Chief of Staff

Competition 1590

This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this full-time continuing position offers a comprehensive benefits package that can be viewed on our Benefits Overview page and an annual salary range which will be commensurate with qualifications.

Location

Work primarily takes place at North Campus, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the External Relations (ER)

The External Relations team brings to light stories that showcase our faculty, staff, students and alumni, connect the university with its many communities, and advocate for the U of A as we advance our promise of uplifting the whole people. We lead and determine the strategy for both external and internal initiatives and help develop the reputation of and pride in the university.

Position

Reporting directly to the Vice-President External Relations (ER), the Chief of Staff is a member of the Vice President’s executive leadership team and its leadership committees, and provides strategic advice and counsel to key portfolio decision makers. Drawing on your vast experience as a strategist and integrator, this position independently manages information, emerging issues and portfolio-wide projects on behalf of the Vice-President (ER), in addition to overseeing the portfolio’s administrative operations, notably those of a fiscal nature. In all facets of this role, the Chief of Staff will endeavor to integrate and advance the University’s commitments to equity, diversity, and inclusivity. 

Key responsibilities include:

Strategic Influencer

• Provides the Vice-President (ER) with strategic counsel, options, plans, recommendations, implementation and evaluation of complex, sensitive or highly confidential initiatives, special projects and emerging issues 

• Remains current on issues facing the portfolio, as well as all the key constituencies involved, to provide timely advice to the Vice-President (ER) 

• Provides a confidential sounding board for ideas, plans and policy matters and offers expert knowledge, advice, critical analysis, options and alternative approaches 

• Brings emerging issues to the surface and ensures they are considered by the Vice-President (ER) 

• Evaluates progress on portfolio initiatives, plans and strategies and proactively advises and oversees their timely and successful implementation. Highlights variances to the Vice-President (ER) 

Operations Manager

• Supervises all administrative staff within the Office of the Vice-President (ER) 

• Leads the selection of administrative staff and participates in the selection of key leadership positions for the portfolio 

• Develops processes for managing the flow of information to and from the Office of the Vice-President (ER) 

• In collaboration with Senior Service Partner (HR), provides advice to the Vice-President (ER) on strategic human resource issues (e.g. workforce planning, succession planning, professional development) within the portfolio 

• In collaboration with a Senior Service Partner (Finance) provides reports to the Vice-President (ER) on the portfolio’s financial position 

• Determines need for critical resource reallocation and reorganization 

• Triages and assigns materials, issues and communication to the appropriate area 

Agent

• Has the authority to manage and resolve confidential and emergent matters on behalf of the Vice-President (ER)

• Represents the Vice-President (ER) and/or the portfolio at meetings and committees. Serves as a liaison and resource to various committees and groups; e.g. Board Reputation and Public Affairs Committee 

• Attends meetings with the Vice-President (ER), not simply to ensure action items are captured and appropriately assigned, but to actively contribute to advancing portfolio-wide objectives 

• Strategically plans the Vice-President’s attendance at internal and external events and community engagements. Ensure that only those events with a direct connection to the office’s strategic objectives are consuming the Vice-President’s (ER) time. 

• Oversees the preparation of and/or prepares relevant documents, speeches, and briefing materials 

Issue resolver

• Anticipates, identifies and independently resolves strategic issues of substantial significance that affect the overall functioning of the portfolio. Consults and advises the Vice-President (ER) on potential alternatives as necessary

• Acts as a first point of resolution for executive leadership from across the portfolio with a view to triaging issues to ensure that only those requiring the direct and immediate involvement of the Vice-President are escalated

• Identifies, coordinates and manages responses to issues that affect the University by consulting with required expert advisors, including legal counsel 

• Drafts correspondence, presentations, updates or reports on issues. Conceives, crafts and edits communications messages in consultation with the Strategic Communications team

• On behalf of the Vice-President (ER), President, and/or Board of Governors, responds directly to community members on a wide array of matters related to External Relations’ areas of responsibility

Project Leader

• Leads or oversees portfolio level projects. Brings together the right expertise from within and outside the portfolio to ensure project success 

• Develops, and/or oversees the development of, policies and procedures affecting the entirety of the institution under authority delegated to the Vice-President (ER)

• May lead the creation and delivery of strategic planning documents for the portfolio. 

• Creates and manages the planning timelines and guidelines based on University priorities 

• Implements and adheres to effective governance processes and timelines when moving projects through approval stages 

Relationship Manager

• Establishes excellent working relationships with all portfolio stakeholders both internal and external 

• Understands and uses ongoing relationships and networks within the organization to further plans, strategies and initiatives 

• Maintains constant interface with the Vice-President’s senior leadership team to ensure that key issues are proactively addressed 

• Works collaboratively with the team on projects, issues and initiatives 

• Develops successful partnerships with assigned service partners 

• Maintains positive working relationships with portfolio staff 

Qualifications

• Bachelor's degree is required; advanced degree is an asset

• In-depth understanding of the workings of the University and post-secondary sector

• 8+ years managing initiatives in a portfolio, preferably Public Relations, Communications, Marketing, Government Relations or Issues Management in an organization of significant size, complexity and diversity

• Extensive knowledge of the University’s policies, procedures and operating requirements, and the academic culture on campus is an asset

• Previous experience in a strategic advisor role

• Previous experience leading a high performing administrative team

• Proven ability to work as a contributing member of a fast paced team

• Excellent oral and written communication skills

• Excellent analytical, organizational, and independent problem-solving skills

• Proven ability managing and analyzing large budgets

• Experience working independently within a large institutional environment with a variety of groups

• Proven ability to work collaboratively with other team members from other areas of expertise, and with the most senior administrators in an organization

• Additional training or experience in project management and change management desired