Chief of Staff - Canada - University of Ottawa

University of Ottawa Canada

1 month ago

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Description

Job Type:
Employee

Duration in Months (for fixed-term jobs): N/A
Job Family: Business Strategy and Planning
# of Open Positions: 1
Faculty/Service - Department: Office of the Vice-President, Finance and Administration

Campus: Main Campus

Union Affiliation: N/A

Date Posted: April 22, 2024

Closing Date: May 11, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above

Hours per week: 35

Salary Grade: Non-Union Grade NM4

Salary Range: $130, $158,729.00

Position Purpose

The Chief of Staff plays a crucial role as a strategic partner to the Vice-President, Finance and Administration (VPFA), providing valuable support to enhance the VPFA's effectiveness and the overall success of the organization.

This senior leadership position involves close collaboration with the VPFA and other key stakeholders to streamline operations, prioritize tasks, and propel strategic initiatives forward.

The Chief of Staff functions as a trusted advisor, gatekeeper, project manager, and connector across the organization, ensuring alignment with the VPFA's vision and objectives.

In this position, your duties will include:

Strategic Partnership: Serving as a strategic partner to the VPFA, offering insights and recommendations on key decisions and projects.
Planning, organizing, leading, and monitoring all initiatives under the Office of the VPFA to promote collaboration among stakeholders and drive decision-making.
Engaging in regular strategic discussions, brainstorming sessions, and planning meetings to align organizational goals with the VPFA's vision.
Collaborating to establish strategic priorities and define metrics and updates to dashboards for tracking success.
Leading the annual strategic planning process to ensure alignment.
Participating in the hiring process for leadership roles reporting to the VPFA.

Priority Management: Working closely with the VPFA to identify and prioritize strategic objectives and initiatives, assessing task urgency and importance, and allocating resources efficiently to focus on high-impact activities.

Managing the VPFA's schedule effectively by coordinating external opportunities and aligning them with priorities.

Information Management: Playing a central role in managing information flow to and from the VPFA by synthesizing complex information into concise summaries, briefing materials, and presentations to facilitate decision-making.

Conducting research, analyzing data, and making recommendations to support strategic initiatives.

Proposing and implementing new systems and processes to enhance operational efficiency.

External/Internal Governance and Leadership Meeting Oversight:

Establishing the cadence and determining items to bring forward to leadership and Board/Board committee meetings.
Preparing the VPFA for meetings by providing relevant background information, preparing agendas, materials, and talking points.
Taking notes during meetings, tracking action items, and ensuring timely execution of decisions.
Consolidating feedback post-meeting, documenting outcomes, and communicating next steps to stakeholders.
Representing the Vice-President on various committees and organizations.

Communication Support:

Assisting the VPFA in managing internal and external communications by drafting speeches, presentations, and correspondence.
Liaising with the communications team to ensure consistent messaging and branding.
Organizing sector retreats, conferences, and events to promote collaboration and engagement.

What you will bring

Bachelor's degree in Business Administration or related field, or equivalent combination of education and experience. A Master's degree in Business Administration would be advantageous.

Fifteen (15) years' management experience, specifically in creating business plans, organizational performance scorecards, project management, and organizational change management.

Proven ability to deliver results in a fast-paced environment.

Strong strategic mindset with analytical and problem-solving skills.

Demonstrated loyalty, discretion, and selflessness in supporting executive leadership.

Experience in managing financial and human resources.

Knowledge of university culture and operations is beneficial.

Exceptional emotional intelligence and inspirational leadership.

Outstanding communication and organizational skills with attention to detail.

Proficiency in French and English.

Key Competencies at uOttawa:

Planning: Organize actions to realize objectives or projects, plan and organize work and priorities.
Initiative: Demonstrate creativity and initiative, suggest improvements, and show availability to go above and beyond.
Client Service Orientation: Anticipate and identify clients' needs, find solutions to meet them.
Teamwork and Cooperation: Cooperate with team members, accept feedback, and adjust behavior to reach team goals.

The University of Ottawa values diversity and inclusion, fostering a culture of respect and teamwork where collaboration, innovation, and creativity drive research and teaching excellence.

Qualified individuals are encouraged to apply, with priority given to Canadians and permanent residents.

Note: The hiring process for union positions will follow the collective agreement terms. For front-line positions with student interaction, proficiency in the second official language is required.

The University of Ottawa previously mandated Covid-19 vaccination but suspended the policy, subject to reinstatement based on public health guidelines.

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