The Chief of Staff is a senior officer whose major role includes coordination of multiple tasks for the Vice Chancellor, advising on priorities based on competing priorities within the office and functions of the Vice Chancellor, execution of strategic tasks including monitoring and task performance management for effective and efficient implementation, managing and prioritizing special projects, coordinating and ensuring seamless work between units reporting to the Vice Chancellor through support and communication.
This role requires considerable judgment, tact, creativity, adaptability, and initiative. It also requires the ability to produce high-quality work product within tight and competing deadlines; flexibility and willingness to adjust to changing priorities to meet organizational needs; an unwavering commitment to service; a positive outlook; and a high level of confidentiality.
Responsibilities
Strategic Management and Support
- Serves as the primary liaison and aide, ensuring seamless coordination of the Vice Chancellor’s endeavours.
- Manages the execution and documentation of the Strategic Plan.
- Coordinates implementation of University-wide initiatives and monitors progress toward institutional goals.
- Assists in translating the Vice Chancellor’s vision and strategy into actionable goals and objectives.
- Prepares and contributes to the preparation of reports, briefings, presentations, and communication of the university strategic issues, as appropriate.
Executive Support and Governance
- Serves as principal aide and executive officer to the Vice Chancellor including managing priority and strategic functions of the office; supports the Vice Chancellor in dealing with topics important to faculty, staff, students, and other key stakeholders.
- Leads special projects as requested by the Vice Chancellor.
- Manages large scale projects of the university on time and budget, as appropriate.
- Participates in key constituent meetings (as requested by the Vice Chancellor), ensures appropriate and responsive follow-up and accountability and facilitates resolution of matters requiring the Vice Chancellor’s attention.
Institutional Effectiveness
- Prepares and contributes to the preparation of reports, briefings, presentations, and communication of the university strategic issues, as appropriate.
- Assists the Vice Chancellor in setting institutional priorities and ensuring staff remains focused on meeting annual KPIs and strategic plan objectives.
- Coordinates and contributes to institutional planning, policy development, Vice Chancellor’s initiatives, and problem resolution.
- Anticipates, identifies, and troubleshoots issues of concern or significance for the Vice Chancellor; exercises discretion to ensure that matters requiring the attention and/or decision making of the Vice Chancellor are thoroughly developed, researched, and evaluated.
Stakeholder Engagement
- Coordinates multiple project work streams across various issues and stakeholders, including tracking key activities and milestones, managing deliverables to deadlines, integrating activities across work streams, surfacing project risks and concerns, and recommending solutions as appropriate.
- Coordinates with the University Management Board and others to coordinate progress and resolution of Vice Chancellor’s assignments.
- Ensures that matters requiring the attention of senior leadership, including the Vice Chancellor, are thoroughly developed, researched, evaluated and appropriately resolved.
- Supports the Vice Chancellor at internal and external meetings and forums, as designated.
Collaboration and Coordination
- Participates in strategic scheduling of events, meetings, and other requests to balance and address key objectives.
- Develops and executes strategies aligned with the long-term vision and objectives of the university.
- Works collaboratively with the senior leadership team to develop materials, manage and/or coordinate the planning and management of strategic events.
- Manages high-priority projects and key strategic initiatives and coordinates necessary actions and communications across internal and external university stakeholders.
Candidate Profile
Qualifications and Experience
- Master’s degree in Business Administration, Education Management, Public Administration, or a related field (PhD an added advantage).
- Minimum of 10 years of progressive experience, with at least 5 years in a senior management or strategy coordination role, preferably in higher education or a complex institutional environment.
- Proven experience in strategic planning, governance support, and project management.
- Strong analytical, communication, and interpersonal skills, with the ability to influence across diverse teams.
Key Competencies
- Strategic thinking and problem-solving ability.
- Strong organizational and project management skills.
- Excellent written and oral communication skills.
- High level of integrity, confidentiality, and discretion.
- Ability to manage multiple priorities in a fast-paced environment.
- Demonstrated leadership and relationship management skills.
Desired Attributes
- Combination of academic institution governance and ability to execute, analyse and communicate.
- Exceptional communication, negotiation, and presentation skills.
- Analytical and strategic thinker with a bias toward action and taking remedial/corrective measures.
- High emotional intelligence and professional maturity in managing senior relationships.
- Strategic plan driving, development, execution and performance monitoring.
- Ability to read a room and make coherence connection of divergent viewpoints.
- Administration experience, works well with people and understands people.
- Strategic financial management and knowledge of the budget development and management.
