Chief of Staff, Division of Business Services

$90,860 - $140,000/Yr

University of Pennsylvania - Philadelphia, PA

Full-time - Senior

Philadelphia, PA

Educational Services

About the position

The Chief of Staff (CoS) for the Division of Business Services (BSD) acts as a strategic advisor and operational leader, providing support to the Vice President in the coordination of initiatives within the division's diverse portfolio. This includes housing, dining, transportation, parking, conference services, the bookstore, the childcare center, ice rink, mail services, shipping, and more. The CoS ensures effective coordination of strategic initiatives, operational oversight, and the Vice President's communications, fostering collaboration among internal and external stakeholders. This position, in partnership with senior division leadership, plays a crucial role in advancing the division's objectives, aligning operations with the university's strategic mission, and driving initiatives related to inclusivity, climate action, sustainability, and customer service excellence. Additionally, this role is categorized as essential personnel and involves being on-call (24 hours/7 days) to respond to emergencies and receive urgent notifications.

Responsibilities

• Collaborate with the Vice President to develop, implement, and monitor strategic goals and initiatives for Business Services.
• Lead cross-departmental planning efforts, ensuring seamless coordination across housing, dining, transportation, and other business units.
• Collaborate with senior leadership and benchmark divisional services against peer institutions to ensure best-in-class operations.
• Serve as a trusted advisor to the Vice President, providing counsel on complex issues and facilitating informed decision-making.
• Manage key divisional initiatives, ensuring alignment with institutional priorities and operational goals.
• Oversee high-level projects, tracking progress, addressing challenges, and ensuring timely completion.
• Streamline processes to enhance efficiency, customer service, and stakeholder satisfaction.
• Act as a liaison between the Vice President and BSD senior leadership to ensure consistent execution of strategic priorities.
• Represent the Vice President in meetings, liaising with university leadership, students, faculty, staff, and external stakeholders.
• Review and draft communications, including reports, presentations, correspondence, and divisional updates in partnership with the BSD communications team.
• Monitor media and trends related to higher education business services and regularly update the Vice President on potential impacts.
• Partner and coordinate messaging with the BSD communications team as necessary.
• Provide functional leadership and mentorship to divisional administrative staff as needed.
• Collaborate with the Vice President's Executive Associate to prioritize competing demands and ensure preparedness for meetings, events, and external engagements.
• Coordinate the preparation of materials for key events and decision-making sessions.
• Partner with divisional leaders to ensure compliance with university policies and external regulations.
• Advise on policies, procedures, and operational systems that align with best practices and support divisional objectives.
• Support budget planning and oversight, ensuring alignment with divisional and institutional goals in close partnership with the BSD finance team.

Requirements

• Bachelor's degree required; Master's degree in business administration, public administration, higher education leadership, or a related field preferred.
• Minimum of 7-10 years of progressively responsible experience in business operations, project management, or leadership roles in higher education or a similarly complex organizational setting.
• Experience in auxiliary or business services is highly desirable.
• Strong project management, strategic planning, and operational oversight capabilities.
• Exceptional written and verbal communication skills, with experience crafting high-level presentations and reports.
• Proficiency in handling competing priorities in a dynamic environment.
• Demonstrated ability to foster collaboration and build effective relationships across diverse teams.
• Analytical skills for data-driven decision-making.
• Detail oriented with the ability to handle sensitive, confidential, and challenging situations tactfully.

Nice-to-haves

• Experience in auxiliary or business services is highly desirable.

Benefits

• Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
• Tuition assistance for employees, spouses, and dependent children.
• Generous retirement plans including Basic, Matching, and Supplemental retirement plans.
• Substantial time away from work for personal needs.
• Long-term care insurance for faculty and staff and eligible family members.
• Wellness and work-life resources to support health and balance.
• Professional and personal development resources.
• Access to University resources and cultural activities.
• Discounts and special services for faculty and staff.
• Flexible work hours to promote work-life balance.
• Forgivable loan for home buying or improvements in West Philadelphia.
• Adoption assistance reimbursement for qualified expenses.