Job Standard for Deputy Chief of Staff

View in Google Docs/Download

Employee Name:

Employee ID:

Employee PCN:

How to use this Job Standard:

1. The Purpose, Scope, Qualifications and Job Functions are specific to this job title and can not be edited.
2. Click “View in Google Docs/Download” and download to Word.
3. Under Essential Functions you may add an additional 35%, specific to your department needs.
4. Complete this standard before creating the job announcement and posting the position.
5. This standard will be used as the new Job Description for the prospective employee.
6. After hire is complete, insert Employee Name and PCN#

Deputy Chief of Staff Overview

• Work Type: Professional
• Job Code: 75887
• Pay Grade: P12
• FLSA Status: Exempt
• Career Level: Principal
• Family: General Administrative
• Function: Executive Admin Support

Purpose

The Deputy Chief of Staff  is responsible for:  ensuring all the President’s assignments to others maintain progress; attending all executive meetings for recording actions and following up on all actions; and ensuring the smooth operation of the President’s Office

Level Scope

Recognized master in professional discipline with significant impact and influence on campus policy and program development. Establishes critical strategic and operational goals; develops and implements new products, processes, standards or operational plans to achieve strategies. Regularly leads projects of critical importance to the campus; these projects carry substantial consequences of success or failure. Requires significant influence and communication with executive leadership. Problems faced are frequently complex and multidimensional, requiring broad based consideration of variables that impact multiple areas of the organization.

Minimum Qualifications

Bachelor’s Degree and 8 years experience or equivalent

Knowledge, Skills, and Abilities

• Highly collaborative
• Experience in higher education or government office and project management, detail-oriented task management, deadline management and problem-solving within a collaborative decision-making environment to move tasks, assignments and projects forward. Proactive approach to anticipating and alleviating roadblocks.
• Outstanding communication (written and verbal): Ability to represent the President’s and initiatives to diverse internal and external parties through gracious yet firm communication.
• The ability to research, analyze, and synthesize information to provide data, presentations or other verbal, written or visual presentations.
• Ability to identify key action points and assignments arising from meetings, communications and other sources Confidentiality.
• Ability to interpret policies.
• Experience with Google workplace.
• Experience in higher education administration, familiarity with Boise State procedures, policies and processes.

Essential Functions

Key Responsibilities

60% of Time the Deputy Chief of Staff must:

• Ensure the President’s initiatives, directives and tasks maintain progress forward.

o   Attend all Executive team, Administrative Council and other meetings as needed for minute recording and follow up

o   Remind executives about deadlines for agenda items. Build agenda items and assist in building the President’s items to discuss with each team. Take notes, file meeting materials and distribute materials following meetings.

o   Ensure follow up on all Working Deliberative tasks

o   Ensure follow up on all other directives from the President or VPUA/COS

o   Coordinate with Vice Presidents, Executives, Executive Assistants and others to coordinate progress and resolution of Presidential assignments.

o   Perceive and schedule all follow-up meetings and tasks in coordination with VPUA/COS and President’s Executive Assistant

• Ensure President’s Dailies and Working Deliberatives contain all needed information for efficient meetings.

o   Research action items from former meetings

o   Coordinate with President’s Executive Assistant to ensure details of meetings, i.e. attendees, purpose, location, agendas are provided in calendar, dailies and working deliberations.

o   Follow up on tasks in Working Deliberations.

• Ensure seamless implementation of the President’s schedule and affairs through constant collaboration with the President’s Executive Assistant.

 

35% of Time the Deputy Chief of Staff

Determined by department needs

5% of Time the Deputy Chief of Staff

Perform other duties as assigned

Work Environment and Physical Demands

This position is generally in a normal indoor office setting with minimal noise levels and may involve bending, moving, lifting, and carrying materials that weigh up to 15 pounds.

Travel Requirement

Not applicable for Deputy Chief of Staff

Career Path

Additional training/education or equivalent experience, as well as business need, are required for movement into higher level jobs.

Disclaimer

Incumbents must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work.  Final employment offers are  contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual.  In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.