Chief of Staff and Operations - 112274
#112274 Chief of Staff and OperationsInitial Review Date: Mon 11/8/2021
For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy
Reporting to the Assosciate Vice Chancellor, Alumni, Annual Giving and Pipeline Development (AVC-AAGPD), the Chief of Staff and Operations (COSO) acts on behalf of the AVC-AAGPD in their absence and has daily oversight of Alumni, Annual Giving and Pipeline Development Operations, with strategic insight to maintain a customer-centered unit that supports the goals of the department and university.
The COSO is a member of the senior management team for AAGPD and participates in a core team to provide the AVC with strategic insight and guidance regarding all of the unit's programs. The COSO represents the AVC in discussions with VC-Advancement, Faculty, Provosts, Chairs and other campus administrators. The COSO manages confidential and sensitive issues for the AVC-AAGPD and develops solutions to a wide range of issues in all areas of the unit.
The COSO has the primary responsibility for oversight of the administrative operations of the Alumni, Career Center and Annual Giving and Pipeline Development Operations located both on campus and off-campus, and achieves overall goals collectively through these managed units which may include all or most of the following functions: IT, facilities, student services, contracts and grants, budgetary financial management and / or human resources. In addition, the COSO is the principal architect of key operational strategies related to overall goals and is responsible for their strategic design and tactical implementation in order to keep projects on track and within budget. The COSO provides strong leadership in strategizing, coordinating and facilitating opportunities for alumni, donors and prospective donors, students, staff, faculty, community partners and more. In addition, the COSO creates an environment that enhances communications and encourages collaboration between the subunits within AAGPD, as well as across other Advancement units (Health Sciences, General Campus, Central Advancement) and other program areas across the campus.
The COSO manages the central operations staff, comprised of technology and operations staff. Assumes accountability for decisions made by subordinates. In addition, the incumbent is responsible for insuring the AAGPD unit is optimizing and embracing technology as a valid way to increase constituent satisfaction and engagement, thus making it easy for students, alumni, and donors to connect via user-friendly mechanisms and also making it easy for staff to search for, report on and analyze data according to engagement factors. Leverages empowered leadership and engages team members through an open, direct and innovation-focused culture. Improves operational efficiency and effectiveness to drive increased UC San Diego community engagement and streamlines operating processes across the unit and department.
Equity, Diversity, and Inclusion are core values at UC San Diego and Advancement is committed to a continuous process of learning and updating practices to support systemic evolution toward equity, diversity, and inclusion for our team and constituents. We foster the UC San Diego Principles of Community by encouraging and developing a collaborative and positive environment among colleagues. UC San Diego provides resources and services so employees can develop a deeper connection to our diverse campus community. Explore more at UC San Diego Staff Associations network and Campus Community Centers.
- Must have access to reliable transportation.
- Must be willing and able to travel.
- Occasional evenings and weekends may be required.
Broad knowledge of financial analysis and reporting techniques; human resources and risk management planning; and / or accounting and payroll.
Proven ability to operate at a senior executive level that includes the ability to provide appropriate counsel and recommendations on a wide variety of issues that impact individuals which may be either internal or external constituents.
Skill in developing, designing and implementing operational policies, new administrative policies, reports, procedures and business practices across complex units and management areas. Ability to maintain confidentiality and use good judgment, discretion, and sensitivity in handling issues.
Proven knowledge, accountability, and comprehension skills to formulate strategic planning and prioritization of projects, programs and activities, using sound judgement while meeting organizational skills. Analytical skills to synthesize operational information to an executive dashboard so that leadership can be up-to-date on the status of our strategic objectives.
Experience with IT technology to help with work flow and customer service interface. Must be able to understand and articulate IT needs to the IT organization so the organization can best get the technology and data it requires to make sound, informed decisions and can quickly and in a timely manner.
Demonstrated personnel management skills including excellent interpersonal and verbal/written communications skills to effectively interact in a positive and diplomatic but assertive manner, to provide guidance to develop and maintain a strong, cohesive team.
Strong verbal and written communication skills; ability to influence / persuade all levels of staff. Excellent grammar and syntax usage. Exceptional proven ability to identify, understand, analyze and interpret complex written materials, situations and concepts and to effectively communicate results of analysis and recommend or implement effective courses of action to leadership.
Proven skills to quickly evaluate complex issues and identify multiple options for resolution. Ability to do work flow analysis and problem-solving to achieve operational efficiency and effectiveness. Demonstrated management and conflict resolution skills to effectively lead and motivate others.
Proven experience in coordinating, implementing and/or managing complex, diverse programs and functions for a very diverse department. Project management and portfolio management experience in determining priorities and delivering projects on time and within budget.
Ability to hire, train, supervise and evaluate staff. Dispense appropriate disciplinary action when necessary. Knowledge of how to effectively facilitate collaboration between individuals, units and departments, and between the campus and the community.
Exceptional leadership skills, with the ability to represent Alumni Operations and UC San Diego favorably to both campus and community constituents. Ability to inspire confidence by displaying a strong sense of ethical conduct that will effectively motivate and persuade diverse groups.
Demonstrated commitment to promoting and supporting an environment where all people can work and learn together within a climate of fairness, cooperation, civility and professionalism.
Skill in resolving conflicts and recognizing politically-sensitive situations with diverse groups. Able to effectively negotiate, mediate and provide direction and decision-making.
- Job offer is contingent on clear Background Check.
Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html
UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.