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Deputy Director of External Affairs

4 months ago

Philadelphia, United States City of Philadelphia Full time

**Company Description**
A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

**_ What we offer_**
- ** Impact**:

- The work you do here matters to millions.
- ** Growth** - Philadelphia is growing, why not grow with it?
- ** Diversity & Inclusion** - Find a career in a place where everyone belongs.
- ** Benefits** - We care about your well-being.

**_ Agency Description_**

The Office of External Affairs serves as a liaison facilitating communication and partnerships that support and enhance election-related projects and events as well as other special projects, as needed. MDO External Affairs focuses on collaboration across departments to facilitate effective communication regarding internal decision-making, strategic planning, and early issue detection. Working closely with senior staff, the office advances strategic priorities, identifies project needs, and manages deadlines. It coordinates the dissemination of accurate and timely information to various internal and external stakeholders. This office works in close collaboration with the Office of the City Commissioners.

The Managing Director’s Office (MDO) is a cabinet-level office with oversight of the City’s operating departments. The MDO works with these departments to: 1) Create and successfully enact new policies, 2) Deliver efficient, effective, and responsive public services, and 3) Implement the mayor’s vision. The office also provides strategic oversight and support for the Philadelphia Police Department, Philadelphia Fire Department, Department of Prisons, Department of Licenses and Inspections, Office of Emergency Management, Opioid Response Unit, and Police Advisory Commission. Ultimately, the goal is to contribute to making Philadelphia the safest, cleanest, and greenest big city, with economic opportunity for all.
**Job Description** Position** **Summary**:
The Deputy Director of External Affairs will provide be responsible for communications and recruitment, and scheduling of surge staffing. This role will also support interdepartmental and external affairs on behalf of the Managing Director’s Office, with a focus on Election operations and administration. This role will report to and provide administrative support to the Director of External Affairs, which operations under the Managing Director’s Community Services Division.

Working hours are generally 37.5 hours per week, with additional hours during peak election time. This position is currently hybrid with both virtual and in-office days, however the position can opt to come in the office each day if desired. The position will transition to full-time in office with ample notice and reasonable accommodation.

This position is exempt from City Civil Service requirements.

**Essential Functions**:

- Provide administrative assistance to the Director of External Affairs.
- Maintain working knowledge of the election portfolio.
- Documenting and maintaining City election staffing roles and needs, procedures, evaluations, and meeting notes.
- Manage surge staffing operation of more than 200 employees: recruit, assign staff in coordination with City Commissioners. Communicate and support with time tracking and follow-up.
- Facilitate training and information sessions, update training documents, including supporting materials.
- Create, track, and report Surge Staffing data and feedback to capture opportunities for improvement via questionnaires and conversations.
- Support the Director of External Affairs in building and maintaining meaningful relationships with City departments to support project goals.
- Extended hours will be required around peak election time.
- Other duties, as assigned

**Competencies, Knowledge, Skills and Abilities**:

- Commitment to City of Philadelphia’s DEI Principles
- personal commitment to equity and inclusion.
- Effective Communication - oral and written communications skills for various audiences; strong interpersonal skills; track record of building effective relationships; comfort with occasional public speaking (e.g., info sessions,) specifically in front of small and medium-sized groups
- Adaptivity - able to manage change in challenging and complex projects, be resourceful with the flexibility both to work independent