Chief of Staff

This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded) , this full-time continuing position offers a comprehensive benefits package that can be viewed on our Benefits Overview page and annual salary range which will be commensurate with qualifications.

Location – Work primarily takes place at North Campus Edmonton.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Office of the Vice-President (Research and Innovation)

As one of the top 5 research universities in Canada, the University of Alberta’s research and innovation spans many fields and disciplines. Our researchers’ expertise and strength attract over $600 million annually from various research funders and partners including federal and provincial governments, industry, foundations, and other organizations.

Position 

Reporting directly to the Vice-President, the position manages information, emerging issues, and major projects for the portfolio, in addition to overseeing the portfolio’s administrative operations. As a member of the Vice-President’s leadership team and its senior committees, the position provides expert advice, counsel and direct support to key portfolio decision makers. In all facets of this role, the Chief of Staff endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity, and to Indigenous initiatives, as well as support the vision contained in SHAPE and Forward with Purpose.

Duties 

Strategic Influencer    

• Provides the Vice-President with strategic counsel, analysis, options, plans, recommendations, implementation and evaluation of complex, sensitive or highly confidential initiatives, special projects and emerging issues.  
• Remains current on issues facing the portfolio, as well as all the key constituencies involved, to provide timely advice to the Vice-President.  
• Provides a confidential sounding board to the Vice-President and Associate Vice-Presidents for ideas, plans and policy matters and offers expert knowledge, advice, critical analysis, options and alternative approaches.
• Brings emerging issues to the surface and ensures they are understood by the Vice-President.  
• Evaluates progress on portfolio initiatives, plans and strategies, in collaboration with other members of the portfolio leadership team.
• Highlights variances to the Vice- President.
• Consults regularly with counterparts in the Vice-Presidents’ and President’s Offices, and serves as a primary liaison with these offices.

Operations Manager  

• Currently supervises two senior administrative positions within the Office of the Vice President. 
• Works closely with the Executive Coordinator in support of the Vice-President’s activities.Contributes to the selection of administrative staff and participates in the selection of key leadership positions for the portfolio.  
• Develops processes for managing the flow of information to and from the Office of the Vice­ President.  
• In collaboration with a Service Partner (HR) provides advice to the Vice-President on strategic human resource issues (e.g. workforce planning, succession planning, professional development) within the portfolio.
• In collaboration with the Service Partner (Finance), provides reports to the Vice-President on the portfolio’s financial position.
• In collaboration with the Service Partner (Communications and Marketing), provides advice to the Vice-President on correspondence, marketing and communications issues.
• Determines need for critical resource reallocation and reorganization. Leads change.
• Triages and assigns materials, issues and communication to the appropriate area/ individual.    

Agent  

• Identifies, manages and resolves confidential/emergent matters on behalf of the Vice-President.  
• Represents the Vice-President at meetings when the VPs attendance is not possible or not required. Serves as a liaison to various committees and groups, both internal and external to the University, where required.  
• Attends numerous senior meetings with the Vice-President to ensure action items are captured and appropriately assigned.
• Strategically plans the Vice-President’s attendance at internal and external events and community engagements, working closely with the Executive Coordinator. Ensures the event has a link to the office’s strategic objectives before committing Vice-Presidential time.
• Oversees the preparation of relevant documents, speeches, and briefing materials, and is directly involved when appropriate.  

Issue Resolver    

• Anticipates, identifies and resolves strategic issues of substantial significance that affect the overall functioning of the portfolio.
• Consults and advises the Vice-President on potential alternatives.  
• Identifies, coordinates and manages responses to issues that affect the University by consulting with required expert advisors, including legal counsel.
• Drafts correspondence, presentations, updates or reports on issues and emerging trends, and also coordinates others doing so.
• Conceives, crafts and edits communications messages in consultation with Service Partner (Communications and Marketing).  

Project Leader  

• Leads portfolio level projects. Brings together the right expertise from within and outside the portfolio to ensure project success.
• Develops, and/or oversees the development of policies and procedures for the Portfolio.
• May lead the creation and delivery of strategic planning documents for the portfolio. Creates and manages the planning timelines and guidelines based on University priorities.
• Implements/adheres to appropriate governance processes when moving projects and initiatives through approval stages. Drafts documents to be moved through governance. Suggests appropriate paths for initiatives in consultation with the Governance Office.  

Relationship Manager  

• Establishes and maintains effective working relationships with all portfolio stakeholders both internal and external.
• Understands and utilizes ongoing relationships and networks within the organization to advance plans, strategies and initiatives.
• Maintains constant interface with the Vice-President’s senior leadership team to ensure that key issues are proactively addressed.
• Works collaboratively with College General Managers and/or Faculty General Managers on projects, issues and initiatives. Maintains close working relationships with counterparts in the Vice-Presidents’ and President’s Offices.
• Develops productive partnerships with assigned service partners.
• Maintains positive working relationships with portfolio staff.  

Qualifications

• Minimum of a graduate degree in any discipline. Doctoral degree preferred.
• 10+ years in a progressively responsible project or executive management role working with large complex administrative/governance systems, preferably within a post-secondary institution.
• In-depth understanding of academia and research administration realities and issues, and of the operation of the governance structure of a large post-secondary institution.
• High-level critical thinking and excellent analytical and problem solving skills.
• Ability to operate independently within a complex and decentralized work environment.
• Proven success organizing and directing multiple teams and initiatives.
• Ability to deal with ambiguity, and work effectively in an environment with multiple urgent priorities.
• Excellent communicator in written and verbal form.
• Extremely versatile, dedicated to efficient productivity.
• Experience in successfully planning and leading a variety of strategic initiatives.
• Experience with data analysis.
• Experience with budget management and supervision of staff.
• Proven success in a project coordination/management role.
• Strong project reporting skills, with a focus on interdepartmental communication.
• Extensive knowledge of the University of Alberta’s policies, procedures, and operating requirements is an asset.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.