Chief of Staff

Competition 2458

This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this position has a comprehensive benefits package and an annual salary 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 First Peoples 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 Vice-President, International and Enterprise (VPIE)

The Vice-President, International and Enterprise (VPIE) unit at the University of Alberta is a strategic portfolio established to advance the university's global engagement and industry partnerships. The VPIE integrates the Strategic Partnerships Office and the Global Engagement team, aiming to enhance the university's international profile and foster collaborations that support its academic mission.

The Office of the Vice-President, International and Enterprise has the accountability to build the University's international profile, develop and lead strategic global partnerships and industry engagement, that will lead to increased revenue generation through international enrollment, research partnerships, industry partnerships and other collaborations. This in turn will help advance the UofA’s reputation and international ranking. The Vice-President will lead, develop and implement strategic plans that will result in increased revenue generation from international enrollment and strategic global education, research and industry partnerships and support the achievement of the objective of becoming a top 50 internationally ranked University by 2033.

Position

Reporting directly to the Vice-President, the Chief of Staff position manages information, emerging issues and projects for the portfolio, in addition to overseeing the portfolio’s administrative operations. As a member of the Vice-President’s leadership team and its leadership committees, the position provides expert advice and counsel to key portfolio decision makers.

Duties

Strategic Influencer

• Provides the Vice-President with strategic counsel, analysis, 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.
• Provides a confidential sounding board to the Vice-President and Associate Vice-Presidents and other Chiefs of Staff 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 understood by the Vice-President and other leaders within the portfolio.
• Evaluates progress on portfolio initiatives, plans and strategies, in collaboration with other members of the portfolio leadership team. Highlights variances to the Vice-President.
• Consults regularly with counterparts in the Vice-Presidents’ and President’s Offices, and serves as a primary liaison with these offices.

Operations Manager

• Supervises two senior administrative positions within the Office of the Vice President. Contributes to 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.
• In collaboration with a Service Partner (HR) provides advice to the Vice-President on strategic human resource issues (e.g. workforce planning, succession planning, professional development) within the portfolio.
• In collaboration with the Service Partner (Finance), provides reports to the Vice-President on the portfolio's financial position.
• In collaboration with the Service Partner (Communications and Marketing), provides advice to the Vice-President on correspondence, marketing and communications issues.
• Determines need for critical resource reallocation and reorganization. Leads change.
• Triages and assigns materials, issues and communication to the appropriate area/individual.

Agent

• Identifies, manages and resolves confidential/emergent matters on behalf of the Vice-President.
• Represents the Vice-President at meetings when the VP’s attendance is not possible or not required. Serves as a liaison to various committees and groups, both internal and external to the University, where required.
• Attends select senior meetings with the Vice-President to ensure action items are captured and appropriately assigned.
• Strategically plans the Vice-President's attendance at internal and external events and community engagements, working closely with the Executive Coordinator. Ensures the event is connected to the office’s strategic objectives before committing Vice-Presidential time.
• Oversees the preparation of relevant documents, speeches, and briefing materials, and is directly involved when appropriate.

Issue Resolver

• Anticipates, identifies and resolves strategic issues of substantial significance that affect the overall functioning of the office and portfolio. Consults and advises the Vice-President on potential alternatives.
• Identifies, coordinates and manages responses to issues that affect the University by consulting with required advisors and subject matter experts, including legal counsel.
• Drafts correspondence, presentations, updates or reports on issues, and also coordinates others doing so. Conceives, crafts and edits communications messages in consultation with Service Partner (Communications and Marketing).

Project Leader

• Leads 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 for the Portfolio.
• 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/adheres to appropriate governance processes when moving projects and initiatives through approval stages.

Relationship Manager

• Establishes and maintains effective working relationships with all portfolio stakeholders both internal and external.
• Understands and utilizes ongoing relationships and networks within the organization to advance 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 College General Managers and/or Faculty General Managers on projects, issues and initiatives. Maintains close working relationships with counterparts in the Vice-Presidents' and President's Offices.
• Develops productive partnerships with assigned service partners.
• Maintains positive working relationships with portfolio staff.

Qualifications

• Minimum Bachelor’s Degree.
• 10+ years in a progressively responsible project or executive management role working with large complex administrative/governance systems, preferably within a post-secondary institution.
• In-depth understanding of academia and research administration realities and issues, and of the operation of the governance structure of a large post-secondary institution.
• High-level critical thinking and excellent analytical and problem-solving skills.
• Ability to operate independently within a complex and decentralized work environment.
• Proven success in organizing and directing multiple teams and initiatives.
• Ability to deal with ambiguity and work effectively in an environment with multiple urgent priorities.
• Excellent communicator in written and verbal form.
• Extremely versatile, dedicated to efficient productivity.
• Experience in successfully planning and leading strategic initiatives.
• Experience with data analysis.
• Experience with budget management and supervision of staff.
• Proven success in a project coordination role.
• Nimble analytical mind with a focus on developing creative solutions.
• Strong project reporting skills, with a focus on interdepartmental communication.
• Extensive knowledge of the University of Alberta's policies, procedures, and operating requirements would be an asset.