CHIEF OF STAFF
POSITION DESCRIPTION
FUNCTION OF THE POSITION:
Reporting directly to the President, the Chief of Staff is an administrative staff (unrepresented), 12 month position, reporting to the President of the College and assuming responsibility for a broad range of support for the office, including oversight of all operations of the President’s Office and ensuring effective implementation of initiatives on behalf of the President. The Chief of Staff works collaboratively with the executive leadership team of the College on high-level institutional matters to effectively manage personnel matters, facilities concerns, and fiscal affairs, assists in building community and governmental relations, chiefly in charge of institutional policy, and has primary responsibility to provide senior management support for the Board of Trustees.
DUTIES AND RESPONSIBILITIES:
The Chief of Staff will assist the institution’s Chief Executive Officer in managing the Office of the President and advancing the leadership agenda through coordinated planning with the senior management team, engagement in state and federal governmental relations and through various assignments and special projects. The Chief of Staff is a senior advisor to the President on significant and sensitive issues and plays a critical role in strategic planning, decision-making, and execution of decisions.
On behalf of the President, the Chief of Staff:
· Responsible for directing the operational, financial and administrative affairs of the Office of the President. Works with the president to compose yearly office budget and allocations for President’s Office and Board of Trustees.
· Provides leadership for external relations and university communications functions.
· Regularly resolves and carries out decision-making on behalf of the President.
· Coordinates high level, high priority operations, projects, and initiatives across all areas of the institution.
· Assists the President with all legislative relations and policy initiatives.
· Acts as the President’s liaison to the vice presidents, academic deans and other senior administrators to facilitate integrating work of senior leadership. Represents the President, as appropriate, with faculty and staff, students and other campus and off campus constituencies.
· Supervises the Coordinator of Campus Events, overseeing Master Calendar and major campus events.
· Interacts and Liaisons with local business, industry and community partners and stakeholders on institutional plans and priorities.
· Organizes meetings and activities for the institution’s College Council, including assisting the President with the planning for meetings, formulating agendas and programs, as well as communications with individual Council members.
· Provides support for government and community relations and strategic communications and administration.
· In consultation with the communications office, oversees the President’s strategic communications and the institution s coordinated marketing activities to both the internal and external community.
· Attends campus and special events on behalf of the President.
· Coordinates and assists with organizing and drafting annual reports to SUNY and other SUNY -related assignments.
· Coordinates and/or assists with special initiatives as determined by the President.
· Ensures that high priority projects are effectively and efficiently managed.
· Ensures follow-through on critical decisions by working closely with members of the senior staff of the division.
· Supports the President’s work with SUNY and other governing boards and acts as an administrative liaison to governance committees as requested
· Works strategically and cooperatively in a team environment; managing complex situations and multiple responsibilities simultaneously, mixing long term projects with urgent or immediate demands; manages confidential and sensitive information with integrity and caution; and develops and sustains strong working relationships with senior staff members who have different professional and personal styles.
· Relieves the President of administrative detail and advises the President on College operations, management and policy issues.
· Attends the College Senate meetings and stays apprised of new initiatives and policies.
· Maintains the President’s web page and college’s Policy portal, posting of policies and shepherding the policy process for all the college’s policies and procedures.
· Conducts periodic President’s Office staff meetings, performance evaluations and keeping general college-wide information flowing as needed in office.
· Drafts speeches and works with various offices across the college to ensure requests for president forms are completed and adequate information are submitted for any/all requests.
· Handles the nomination and submission process for honorary degrees.
· Tracks and manages President’s initiatives and projects.
Board of Trustees
· Coordinates all activities of the Board of Trustees.
· Coordinates new trustee orientation and resources for trustee development
· Completes annual review of Bylaws.
· Develops Annual Calendar of tentative agenda items/activities.
· Reviews recommendations from division deans to insure compliance with policies, procedures and regulations.
· Coordinates institutional mailings to the members of the Board.
· Composes agenda, resolutions and recommendations and oversees the coordination and transmittal of materials requiring Board action and/or perusal.
· Works with College Attorney on matters requiring legal representation and/or interpretation.
· Attends monthly meetings and records actions and discussions of the Board.
· Coordinates special events and travel arrangements for members of the Board of Trustees.
· Composes correspondence communicating actions taken by the Board to both internal and external constituencies.
· Provides assistance to the members of the Board of Trustees as requested.
QUALIFICATIONS: Bachelor’s degree required; Master s degree preferred; at least a minimum of five years of significant experience in higher education is required, preferably with a community college. However, similar experience in progressively more senior level administrative roles with responsibilities for supporting a President or Chief Executive [i.e., in a corporate or institutional setting] will also be considered. Excellent oral communication and writing skills are required. There must be proven experience building relationships with diverse individuals and groups; professional community networking, managing staff; and creating a welcoming and rewarding work environment.