Chief of Staff

4 weeks ago

Cambridge, United States Harvard University Full time

**Position Description**

The Chief of Staff (COS) is a thought partner to the Vice President and University Chief Information Officer/ Vice President of Harvard University Information Technology (VP & UCIO) and a key leader in Harvard University Information Technology (HUIT). The COS develops and maintains a close working relationship with the VP & UCIO and stakeholders, internal and external to HUIT, to advance all priorities and initiatives. The COS reports directly to the VP & UCIO and serves as the organization's primary contact on all matters involving the VP & UCIO office.

The COS directly supports daily, mid-term, and long-term activities and projects advancing the VP & UCIO agenda to ensure that all are on track. The priority areas of this role are constantly changing and will evolve over time. The COS builds and maintains close relationships and ongoing contact with the HUIT Senior Leadership Team (SLT).

**Duties and Responsibilities**:
Understand and drive VP & UCIO priorities: The COS anticipates needs and identifies gaps, emerging trends, and areas of focus.
- Areas of focus will change as VP & UCIO agenda, priorities, and gaps change.
- Ensure issues and results are tracked and information flows to and from the office of the VP & UCIO.
- Conduct research and prepare presentations/documents and talking points for the VP & UCIO on various topics.

Performs complex duties on behalf of VP & UCIO: Acts as a representative of the VP & UCIO office across a broad spectrum of topics, including standing in for the VP & UCIO in meetings or calls.
- Facilitate resolution of matters requiring the VP & UCIO 's attention.
- Manage and develop agendas and documents for staff and key committee meetings.
- In partnership with the VP & UCIO’s Executive Coordinator, determine the VP & UCIO’s activities and calendar to ensure that the VP & UCIO’s time is appropriately planned and effectively spent.

HUIT Internal Coordination: Communicates work directions of the VP & UCIO, collaborating with the HUIT team to achieve actionable results through others.
- Works with HUIT staff to review the daily briefing book to ensure the VP & UCIO’s daily preparation.
- Collaborate with VP & UCIO’s EA on schedule, ensuring consistency with priorities, evaluating requests for the VP and UCIO’s attention, and resolving questions and conflicts.
- Assure the effective and on time delivery of key and effectiveness of key events.
- Provide all advance work for the VP & UCIO’s upcoming meetings and presentations.
- Maintain close contact with the VP & UCIO’s senior leadership team (SLT) members, monitoring progress towards meeting goals and operating a reporting system that allows for the timely flow of data into and out of the Office of the VP & UCIO. As needed attend 1x1 meetings and assure delivery of key projects, materials and outcomes at a high standard of quality and excellence.
- Owner of HUIT organization-wide goal-setting process and monitors progress toward meeting goals.
- Coordinates the work of the VP & UCIO’s direct support team - the VP & UCIO's Executive Coordinator and the Communications Specialist as well as many others across and beyond HUIT to further VP UCIO and Harvard’s objectives.

**Job Requirements**:

- Responds to time-sensitive and/or urgent situations, which requires 24/7 availability during crisis situations, and must balance the daily work against the broader portfolio of project work.

**Basic Qualifications**
- A bachelor’s degree and a minimum of 8 years of administrative management experience in an executive environment is required (prior experience with support at an executive (VP or above).
- A minimum of 5 years of experience running a team or function in a highly matrixed fast paced environment

**Additional Qualifications and Skills**
- Commitment to excellence in work products
- Prior Experience as a Chief of Staff is preferred.
- Prior Harvard University or higher education at a R1 level experience preferred.
- The ability to manage multiple, diverse assignments/projects simultaneously, respond diplomatically to diverse constituencies, handle sensitive situations and information with discretion, and understand and solve complex problems.
- Excellent verbal and written communication skills, including experience packaging materials for an executive audience.
- Strong project management skills with experience preferably in higher education or government desired.
- Proven attention-to-detail and ability to balance multiple simultaneous projects.
- Proven commitment to maintaining the highest ethical and professional standards; professional integrity above reproach.
- High-level understanding of technology concepts to curate content is preferred.
- The ability to build and utilize relationships to achieve goals.
- Experience mentoring staff and influencing without direct authority.

**Working Conditions**
- Work is performed in an office setting.

**Additional Information**

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