As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

220 Hutchison Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100003 Provosts Office

Work Shift:

UR - Day (United States of America)

Range:

UR M02 098

Compensation Range:

$32,240.00 - $500,000.00

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

The Chief of Staff reports to the University Provost and coordinates provost activities in support of institutional priorities. This position serves as a key liaison to stakeholders and constituencies across the institution and represents the provost in a variety of formal and informal settings. The chief of staff also manages and coordinates the administrative functions of the Office of the Provost and oversees special projects related to the academic mission of the institution.

The Chief of Staff is charged with maximizing the effectiveness of the Office of the Provost with respect to workflow, scheduling, staffing, communications, events and interactions with key internal and external constituencies.

JOB DUTIES AND RESPONSIBILITIES:

RELATIONSHIP & COMMUNICATIONS MANAGEMENT

• Establishes and maintains collaborative relationships with internal and external stakeholders, including students, faculty, staff, administrators, trustees, and others in support of the provost.

• Serves as the provost’s liaison to internal and external groups dealing with wide range of concerns and issues.

• Manages the process of preparing the provost’s briefings, remarks, and materials and ensure these items are prepared in advance of all meetings and engagements.

• In partnership with the Deputy to the Provost, manages incoming and outgoing correspondence and communications.

• Partners with University Communications and other key stakeholders to produce reports, briefings, presentations, speeches, and responses to institutional and strategic issues, as appropriate.

• Researches to inform the development of, and creates, presentations and materials for various University stakeholders including but not limited to: Board of Trustees, faculty, staff, students, and alumni

• Coordinates efforts with university units and schools to ensure efficient relationship management and alignment with the Office of the Provost

• Serves and supports University committees as assigned

LEADERSHIP & COORDINATION

• Serves as the principal aide to the provost and coordinates activities in support of institutional priorities.

• Serves as a liaison between the provost and other senior academic leaders.

• Ensures alignment between the provost’s agenda and the institution’s broader mission.

• Keeps the provost apprised of significant issues and helps identify approaches to resolve issues.

• Assists the provost with ad hoc emergent or crisis matters, typically in collaboration with other University leaders.

• Represents the provost on various cross-functional University committees.

• Plans, coordinates, supports, and/or leads strategic or special projects on behalf of the provost.

• In collaboration with the Executive Recruiter, coordinates searches for positions reporting to the provost, as needed.

• Manages the annual review process for the provost’s direct reports

• Serves as a member of the provost’s Senior Leadership Group, Cabinet, and University Management Team.

STAFF MANAGEMENT

• Directly supervises a team of staff members, providing mentorship, setting priorities, and overseeing workflow to ensure high-quality results. Participates in interviews, approves hiring decisions, provides training and ongoing supervision, addresses personnel issues and actions, and conducts performance reviews.

ADMINISTRATIVE OVERSIGHT

• Oversees and manages the day-to-day operations of the Office of the Provost, ensuring efficient operations.

• Develops and manages office policies and procedures. Supports the processing and resolution of facilities, equipment, and front desk/reception office needs.

• Identifies and implements opportunities to enhance operations, processes, and systems, including those related to workflow, technology, equipment, and resource management.

• In partnership with HR Business Partner, ensures compliance with University policies. Identifies human capital resource needs and works collaboratively with key stakeholders to address and support needs.

INSTITUTIONAL PLANNING & DECISION SUPPORT

• Participates in institutional planning and policy development

• Gathers data and makes recommendations to the provost to support decision-making

• Coordinates aspects of group projects, forecasting and strategy work. This includes, but is not limited to: timeline and milestone development, project management, scheduling, meeting agenda development, gathering and analyzing data, synthesizing insights, and ensuring recommendations are aligned with academic and institutional priorities. Partners with key stakeholders such as Finance and Planning, and Academic Excellence, as required.

• Researches trends and provides comparative data to support benchmarking needs, partnering with the Office for Data Insights and Reporting, or others, as appropriate.

BUDGET & FINANCES

• In partnership with Academic Finance Admin and Planning, prepares and manages the annual budget in support of the administrative team functions of the department. Assures fiscal control through a reliable system of expenditure and revenue accounting; approves expenditures for the administrative team.

• Coordinates and manages budget planning related to furniture, office equipment, and equipment inventory needs.

• Maintains close liaison with Academic Finance Admin and Planning team to ensure the Office’s effective financial management, alignment of budget with academic and institutional objectives, and access to forecasting resources that contribute insights to long-term planning.

OTHER DUTIES AS ASSIGNED

QUALIFICATIONS:

• Bachelor's degree in Business Administration or relevant field of study required;

• Master’s degree preferred.

• 10 years of related experience required;

• Experience in an academic or executive-level setting preferred;

• Or equivalent combination of education and experience required.

• Ability to work in and foster a diverse faculty, staff, and student environment required;

• Ability to collaborate cross-functionally in an office environment and to interface with various university stakeholders and constituents required;

• Ability to embrace and drive change required;

• Ability to organize and effectively manage multiple priorities, programs, and projects required;

• Exceptional communication and interpersonal skills required;

• Proficiency in designing and delivering presentations required;


• Experience leading teams and developing positive relationships, partnerships, and alliances required;

• Understanding of and exposure to complex budget systems and financial models preferred.

EOE Minorities / Females / Protected Veterans / Disabled:

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

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Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals

At the University of Rochester, we commit to diversity, equity, and inclusion and united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.