Assistant Chief of Staff
Haverford College
Haverford, PA
Full-time
Management
Posted on May 5, 2023
Haverford College invites applications for our full-time (37.5 hours per week), exempt, benefits-eligible Assistant Chief of Staff opportunity.
The Assistant Chief of Staff provides direct support to the Vice President & Chief of Staff (VP&CoS, who is also Secretary of the Board and Chief Sustainability Officer) and serves as an integral member of the President's Office staff. The Assistant Chief of Staff has broad engagement across the College and enables effective collaboration and positive change among the College's many offices. With this mandate of support and collaboration beyond the President's Office, the Assistant Chief of Staff works fluidly with and across key stakeholders, including faculty, staff, students, alumni, and the Board of Managers.
Primary Responsibilities
Support the VP&CoS
- Manage workflow across multiple concurrent projects and timelines
- Manage the calendar of the VP&CoS and organize meetings for various groups and committees
- Provide in-person staffing of the President's Office, greeting visitors, coordinating student workers, solving problems, and providing backup to the Executive Assistant to the President
- Take meeting minutes
- Draft and proofread documents
- Manage accounting for President's Office budgets and discretionary funds
- Plan and staff 3-4 Board meetings per year, including scheduling, accommodations, meals, technology needs, and special events
- Coordinate onboarding of new Managers
- Prepare and distribute Board materials
- Organize the honorary degrees nomination process
- Serve as Assistant Secretary of the Board of Managers
- Conduct annual Conflict of Interest disclosure process for Managers and key employees
- Maintain Board records
- Play a lead role with the campus team that coordinates and implements Commencement and its related communications, prize process, and honorary degree program
- Manage election days on campus and support student voting
- Plan and staff other events, which may include some nights and weekends
- Support Haverford's sustainability enterprise
- Develop and update communication content including the President's Office website
- Facilitate senior-level search processes
- Lead planning processes and develop/oversee new programs
- Review, develop, and implement College policies and procedures; curate the institutional policy ledger
Line of Report: The Assistant Chief of Staff reports to the Vice President & Chief of Staff.
Work Location: This position will be eligible for a hybrid work schedule, pursuant to the College's Work Location Policy.
Minimum Qualifications
- Bachelor's degree
- Five years' experience in an administrative role in a complex organizational environment
- Superlative project management skills and detail-orientation
- Effective written and verbal communication skills
- Facility with budgets
- Experience in using technology to improve workflows, quality, and efficiency
- A systems-orientation and interest in re-engineering processes in a complex organizational environment
- Ability to work independently, solve problems, take initiative, set priorities, and exercise good judgment in a fast-paced, dynamic, deadline-driven environment
- Ability to maintain confidentiality and to handle highly sensitive information in an appropriate manner
- Maintain a collegial, professional, supportive demeanor when working with students, staff, faculty, alumni, and external constituents;
- Demonstrated commitment to issues of diversity, equity, and inclusion
- Demonstrated commitment to the practice of sustainability
- Five years' experience in an administrative role in higher education or a related field
- Possession of a valid U. S. Drivers' License, and ability to pass a Motor Vehicle record check
- Occasional evening and weekend hours required as the schedule of events dictates
Haverford College is an Equal Opportunity/Affirmative Action employer committed to diversity, equity, inclusion, social justice, and providing equal opportunities and access to all individuals regardless of race, ethnicity, religion, gender identity, sexual orientation, national origin or ancestry, age, marital status, disability, or veteran status. Women, non-binary and transgender individuals, people of color, Indigenous people, and those with other or multiple historically marginalized and/or underrepresented identities are especially encouraged to apply. Haverford College and our consortial partners are located on Lenape lands.