"Chief of Staff, Penn Libraries"

Job Description Summary

Reporting to the H. Carton Rogers III Vice Provost and Director of Libraries, the Chief of Staff serves as a critical advisor and member of the Penn Libraries' senior leadership team. The Chief of Staff provides high-level support to the Vice Provost on a range of strategic and operational initiatives that are essential to the Libraries' mission and impact. The role ensures that major priorities, such as the advancement of the Libraries' strategic plan, leading high-level executive communications, and the coordination of leadership activities, are moved forward consistently and effectively.

The Chief of Staff works closely with internal and external partners, including senior leadership across the Libraries and the University, and collaborates extensively with Organizational Impact & Effectiveness, Strategic Communications, and Development. This includes deep partnership with five Associate Vice Provosts, Chief Financial Officer, Executive Director of Development, and Director of Strategic Communications to strategize, implement, and communicate the Vice Provost's priorities. The position plays a central role in preparing the Vice Provost for speeches, events, and presentations, coordinating to ensure the success of each event the Vice Provost attends, and shaping agendas and follow-through for the Libraries' Leadership Team.

This role requires exceptional judgment, strategic thinking, and the ability to manage complex initiatives in a fast-paced academic environment.

Job Description

Candidates are encouraged to review the Penn Libraries' strategic plan, Knowledge for Life.

Job Responsibilities

Strategic and Executive Support

• Serve as a trusted advisor to the Vice Provost, providing analysis, insight, and recommendations on strategic and operational matters.
• Prepare high-impact speeches, remarks, talking points, and written communications for major engagements, events, and presentations.
• Oversee and reinforce all messaging prepared for the Vice Provost in remarks, presentations, and leadership communications. Work with colleagues across the Penn Libraries to ensure the representation of the Vice Provost's core themes across all messaging.
• Develop clear, compelling slide decks and related presentation materials that effectively express the Vice Provost's vision and priorities.
• Coordinate closely with Strategic Communications, Development, and event hosts to ensure the smooth planning, preparation, and overall success of every event the Vice Provost attends.

Strategic Plan Implementation

• Serve as a partner and thought leader to the Vice Provost in ensuring the successful implementation of strategic priorities, balancing plan objectives and financial outcomes. Guide the strategic vision implementation and the development of sustainable short-term and long-term initiatives and special projects. Coordinate and align internal and external stakeholders and establish systems to track progress and communicate metrics and KPIs.
• Act as a high-level project manager for the Vice Provost's key special initiatives.
• Coordinate the Libraries' strategic plan implementation in close collaboration with the Strategic Planning Officer and senior administrative partners.
• Track progress across initiatives, surface challenges, and ensure alignment of goals across departments and functions.
• Synthesize information from multiple stakeholders to support strategic decision-making and institutional planning.

Leadership Team Coordination

• Develop agendas, materials, and follow-up documentation for the Libraries' Leadership Team, ensuring clarity of objectives and continuity across meetings.
• Monitor cross-departmental initiatives, tracking commitments and ensuring timely execution.
• Support organizational alignment by partnering closely with the Associate Vice Provosts, CFO, and other senior leaders.
• Guide the agenda for the Senior Leadership Team (Vice Provost, Chief of Staff, five Associate Vice Provosts, Chief Financial Officer). Participate in bimonthly finance meetings with the CFO and guide the allocation of resources for maximum strategic benefit.

Cross-Functional Collaboration

• Align with the Vice Provost, Executive Director of Development, and volunteer group chairs on direction and key messaging for Board and other leadership volunteer group meetings and related programs. Oversee implementation and successful delivery of meeting and program logistics.
• Coordinate with the Executive Director of Development to support donor-facing presentations and strategic fundraising communications.
• Collaborate extensively with Organizational Impact & Effectiveness, Strategic Communications, Development, and other administrative partners to move forward institutional priorities.
• Work in close partnership with the Director of Strategic Communications on communications strategy and messaging alignment.
• Partner with event organizers, internal units, and external stakeholders to ensure that all aspects of Vice Provost level engagements, from logistics to content, are fully aligned for success.
• Represent the Vice Provost as needed in meetings and planning processes to ensure continuity of leadership priorities.

Other

• Manage the Vice Provost's Office day-to-day. Ensure that the needs of the Director are preempted and that the office is a professional and welcoming place for internal and external visitors, whether last minute or planned. Work with the Executive Assistant on agendas and the effective running of all-staff, Directors/Extended Leadership, and Senior Leadership team meetings.
• Perform additional duties as assigned.

Qualifications

Required

• Master's degree and 5 to 7 years of progressively responsible experience in higher education, strategic operations, executive communications, administration, or a related field, ideally in a university, policy, government, or nonprofit environment, or equivalent combination of education and experience is required; 7+ years preferred.
• Exceptional writing and editing skills, with demonstrated experience preparing speeches and high-level executive communications.
• Proven ability to lead and coordinate complex, multi-stakeholder initiatives.
• Strong organizational, analytical, and problem-solving skills.
• Ability to handle sensitive information with discretion and professionalism.
• Experience working closely with senior leaders and diverse functional teams.
• Submission of two writing samples demonstrating excellence in executive communication, speechwriting, or strategic narrative development.

Preferred

• Experience within the University of Pennsylvania or another complex research university.
• Familiarity with academic libraries or cultural institutions.
• Experience developing presentation materials and visual communication strategies.
• Experience with project management.

Application Requirement

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

University Library

Pay Range

$110,500.00 - $160,000.00 Annual Rate