Deputy Chief of Staff

Job Description

Deputy Chief of Staff
San Francisco Bay University

Category: Staff
Type: Full Time
Min. Experience: Senior Level
Salary: $150,000 - $190,000

About SFBU

San Francisco Bay University (SFBU), a nonprofit, WASC-accredited university situated in the heart of Silicon Valley in Fremont, California, seeks an innovative and experienced Special Assistant to the President for Community Engagement. SFBU's mission is to offer inclusive, innovative, and inspirational education for lifelong careers, and our vision is to set the standard as a national model of higher education in service of the common good.

At SFBU, students come first. We prioritize students' needs by fostering personal engagement among students, faculty, and staff. We are committed to providing affordable, quality education with a deep commitment to diversity, equity, inclusion, and social justice.

We encourage you to learn more about SFBU by reviewing our strategic plan.

Position Summary

The Deputy Chief of Staff serves as the operational counterpart to the Chief of Staff, ensuring that presidential priorities and institutional strategies are translated into coordinated execution across the university. The role leads program management, planning processes, and cross-functional coordination that support presidential initiatives, cabinet operations, and board engagement. By maintaining planning systems, tracking progress on institutional priorities, and ensuring disciplined follow-through on leadership decisions, the Deputy Chief of Staff helps ensure the President's Office operates with clarity, accountability, and operational excellence.

This role is primarily internally focused, working across academic and administrative units to support the execution of presidential priorities and strengthen the systems that enable effective executive leadership.

Located in Fremont, CA, this is an exempt, full-time, in-person position.

Key Responsibilities

President's Office Operations & Staff Management

• Support the day-to-day operational effectiveness of the President's Office by coordinating planning processes, leadership meetings, and executive workflows.
• Prepare leadership meeting agendas, briefing materials, and follow-up documentation in partnership with the Chief of Staff.
• Track institutional priorities, action items, and initiative progress across Cabinet and leadership teams.
• Maintain systems that support the President's Office rhythm of business, including dashboards, timelines, and decision tracking.
• Coordinate cross-functional workstreams to ensure presidential priorities move forward efficiently.

Executive Leadership Support

• Serve as an operational thought partner to the Chief of Staff by providing analysis, implementation planning, and coordination support for presidential priorities and institutional initiatives.
• Translate strategic direction from the President and Chief of Staff into actionable plans, timelines, and execution frameworks across university divisions.
• Conduct research, analysis, and briefing preparation to inform executive decision-making and leadership discussions.

Board & External Relations

• Support preparation of board materials, briefings, presentations, and reports that communicate institutional progress and strategic initiatives.
• Coordinate logistics and planning for board meetings, committee sessions, and related governance activities.
• Track board action items and ensure follow-up with university leadership on key priorities and decisions.
• Support engagement with external partners by preparing materials, background research, and coordination for meetings and convenings.
• Maintain documentation and institutional knowledge related to board and external partnership activities.

Presidential Initiatives & Community Impact

• Oversee operational implementation of community impact initiatives aligned with strategic priorities established by the President and Chief of Staff.
• Coordinate partnerships with community organizations, civic leaders, and regional stakeholders that support SFBU's mission and neighborhood campus initiatives.
• Manage planning, logistics, and execution of community-based events, roundtables, and partnership convenings.
• Develop reporting frameworks and dashboards that track the outcomes and impact of community engagement initiatives.
• Identify operational opportunities to strengthen partnerships and expand SFBU's community engagement efforts.
• Manage the implementation of presidential initiatives by coordinating project plans, milestones, and cross-functional teams.

Minimum Requirements

• Bachelor's degree in public administration, business administration, higher education, public policy, or a related field.
• 6-8 years of progressively responsible experience in project management, strategic operations, organizational planning, or executive-level coordination within a complex organization.
• Experience supporting senior leaders or executive teams and coordinating initiatives that span multiple departments or functional areas.
• Demonstrated ability to manage complex projects, track priorities, and ensure follow-through across cross-functional teams.
• Experience preparing executive briefings, reports, or leadership meeting materials.
• Ability to manage sensitive information and operate effectively in confidential executive environments.
• Demonstrated commitment to diversity, equity, and inclusion.

Preferred Qualifications

• Master's degree in public administration, business administration, higher education leadership, or a related field.
• Experience working in a President's, Chancellor's, or executive leadership office in higher education or a mission-driven organization.
• Experience managing cross-functional initiatives or institutional projects involving multiple stakeholders.
• Proficiency with project management platforms (e.g., Asana, Monday.com, Smartsheet, or similar tools).
• Experience using data analytics and visualization tools (e.g., Tableau, Power BI, or similar platforms) to develop dashboards and monitor performance metrics.

Knowledge, Skills, and Abilities

• Strong project and program management skills, with the ability to coordinate complex initiatives and ensure timely execution across multiple teams.
• Exceptional organizational and prioritization skills, with the ability to manage multiple workstreams and maintain clear tracking systems for institutional priorities.
• Strong analytical and problem-solving abilities, including the capacity to synthesize information, identify operational challenges, and develop practical solutions.
• Excellent written and verbal communication skills, with experience preparing executive briefings, reports, and leadership meeting materials.
• Ability to work effectively across academic and administrative units, building productive relationships and coordinating efforts across diverse stakeholders.
• Demonstrated ability to operate effectively in fast-paced, evolving environments and support leaders in translating strategy into operational execution.
• Strong attention to detail and commitment to accountability, ensuring institutional priorities and initiatives progress with clarity and discipline.
• Proficiency with productivity tools (Google Workspace or Microsoft Office), project management platforms, and collaboration technologies.

Work Environment & Physical Demands

• Primarily office-based with hybrid flexibility.
• Occasional evening/weekend commitments for board meetings, events, or emergent priorities.
• Ability to lift up to 20 lbs; extended periods of computer use and meeting facilitation.

Compensation & Benefits

Salary: $150,000 - $190,000 annually (DOE)

Competitive salary commensurate with experience, plus comprehensive benefits including health, vision, dental, retirement, generous PTO, and professional development support.

Application Process

Please submit:

• Current Resume or CV
• Cover Letter (detailing your interest and qualifications for this role)

This position description is not intended to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time, with or without notice.

SFBU is an Equal Opportunity / Affirmative Action Employer: SFBU is committed to providing equal employment opportunities for all employees and applicants for employment. SFBU does not discriminate in employment opportunities or practices based on race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation or any other characteristic protected by law.

In accordance with federal and state disability laws, San Francisco Bay University provides reasonable accommodations to applicants with disabilities. If you require assistance during the application or interview process, please contact SFBU Human Resources at hrmgr@sfbu.edu.