Chief of Staff I (Director of Internal Operations) - R105551

University of Louisville - Louisville, KY

Full-time - Senior

Louisville, KY

Educational Services

About the position

The Chief of Staff I for the Office of External Relations and Communications at the University of Louisville plays a pivotal role in providing high-level strategic and human resources planning and support. This position is responsible for coordinating actions and proactively initiating, executing, and implementing communications and initiatives that align with the department's goals. The Chief of Staff ensures operational efficiency and effectiveness within the Office of External Relations and Communications, overseeing strategic priorities as outlined by the Vice President of External Relations and Communications (VPERC). This role requires regular interaction with the President's office, executives, staff, campus partners, external partners, and donors, making it essential for the Chief of Staff to build and maintain successful working relationships across various stakeholders. In this capacity, the Chief of Staff will oversee strategic initiatives from ideation to implementation, managing a wide range of projects, programs, and activities designed to achieve the University's mission and strategic vision. The position involves gathering, investigating, and analyzing information that affects University-wide operations, anticipating and troubleshooting issues of concern, and providing timely updates across multiple stakeholders. The Chief of Staff will also prepare internal communications and presentations for Senior Leadership Team (SLT) members and other University stakeholders, assist the VPERC in developing strategies for engaging legislative leaders, and coordinate meetings and events with legislative stakeholders. Additionally, the Chief of Staff will manage daily correspondence within the office, respond to inquiries with urgency and confidentiality, and supervise assigned personnel. The role also includes managing fiscal operations for the Office of the President and the Office of External Relations and Communications, overseeing accounts payable, accounts receivable, and travel management, among other responsibilities. This position is crucial for supporting a culture of service, professionalism, and continuous improvement within the office, ensuring that the VPERC's priorities and initiatives are effectively balanced and addressed.

Responsibilities

• Provide oversight and executive level management of strategic priorities and initiatives for the Office of External Relations and Communications.
• Oversee strategic initiatives from ideation to implementation.
• Manage the progress of a wide range of projects, programs, initiatives, and activities designed to achieve the University's mission and strategic vision.
• Build, maintain, and coordinate successful working relationships with a wide range of offices, staff, and stakeholders, internal and external to the University.
• Serve as the executive liaison with the President's office, staff, faculty, students, external consultants, and the general public, representing the VP of External Relations and Communications, as needed.
• Gather, investigate, research, analyze, and/or study information affecting University-wide, intradepartmental, or interdepartmental operations.
• Anticipate, identify, and troubleshoot issues of concern or significance; exercise discretion to provide timely information and necessary updates across multiple stakeholders.
• Interface with Senior Leadership Team (SLT) and their respective administrative teams to coordinate interdepartmental initiatives.
• Prepare internal communications and presentations for SLT members and other University stakeholders on behalf of the VPERC.
• Assist VPERC to develop and implement strategies for engaging legislative leaders to advance organizational goals.
• Coordinate meetings, briefings, and events with legislative stakeholders.
• Draft communications, including letters, position papers, and briefing materials for legislative outreach.
• Build and maintain a network of contacts within legislative offices and relevant committees.
• Track legislative developments and provide timely updates to internal stakeholders as designated by the VPERC.
• Ensure matters requiring the attention of executive leaders are thoroughly developed, researched, and evaluated; respond to routine inquiries and represent for the VPERC, where appropriate and when necessary.
• Coordinate and/or oversee the scheduling of the VPERC's calendar, events, meetings, and other requests to balance and address the VPERC's priorities and initiatives.
• Support and sustain a culture of service, professionalism, and continuous improvement within the office.
• Manage daily correspondence within the office; respond to complaints, concerns, and inquiries with a high sense of urgency and confidentiality; delegate to executive leadership for follow-up action.
• Handle sensitive and confidential information as appropriate.
• Supervise assigned personnel within the Office of External Relations and Communications.
• Assist the VPERC Administration to achieve personal and professional goals.
• Manage fiscal operations for the Office of the President and the Office of External Relations and Communications, overseeing accounts payable, accounts receivable, travel and expense management, purchasing, procurement, and handling gifts, endowments, and state funds in accordance with agreements.

Requirements

• Bachelor's degree in a related field and eight (8) years of relevant experience or an equivalent combination of education and experience.
• Proven leadership, supervisory and administrative experience.
• Excellent interpersonal, organizational, and communication skills, including written and verbal communication.
• Driver's license and vehicular transport.
• Program management experience.
• Highly motivated and collaborative with the ability to build relationships.
• Strong strategic planning skills and excellent time management skills.

Nice-to-haves

• Master's Degree
• Proven experience working with VIPs, industry and business leaders, and high-profile clients.
• Exceptional interpersonal skills and the ability to interact and work effectively with administrators, academic leadership, faculty, students, community leadership, public officials, funding agencies, and members of the community at large.

Benefits

• Compensation will be commensurate to candidate experience.