Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
Position manages administrative and executive support functions for the Vice Provost and University Librarian. Manages relationships between Vice Provost and University Librarian (VP/UL) and external and campus peers and organizations. Works independently with little or no supervision to respond to or manage a wide variety of requests and issues directed to the Vice Provost and University Librarian for resolution. As a member of the University Librarian’s Council and Library Management Council for the university libraries, the Chief of Staff serves as the principal deputy to the VP/UL with responsibilities for overseeing the planning, operations, and management of the Vice Provost and University Librarian’s Office. The Chief of Staff is one of the most important influencers of the strategic, operational, and external success of the libraries. The Chief of Staff will counsel, support and advise the VP/UL on donor relationships, relationships with other units in the university, and matters affecting internal organization of the libraries. This position also works closely with the senior management team (Associate University Librarians) to implement the VP/UL’s decisions and directives. This position assures that all administrative responsibilities of the UL’s office are met. The Chief of Staff promotes collaboration across the libraries, facilitates communication, and assures timely and appropriate responsiveness to internal and external requests. The Chief of Staff assures that the strategic goals of the libraries are being advanced and projects are being implemented. The Chief of Staff also represents the VP/UL in University, School, and external meetings. Monitors, remediates initiatives and programs originating in the office of the Vice Provost University Librarian. Develops draft policy planning and other organizational documents. Serves as a member of the University Librarian’s Council, Library Management Council, and Supervisors Council.
Supports effort and impact of VP UL office coordination and monitors implementation and planning of initiative that originate with and on behalf of the VP/UL: Serves as primary contact resource and inter organizational and inter dependent issues; develops communicates problem resolution on behalf of the University Libraries; Independently carries out appropriate research summarization and advice regarding strategic topics and potential policy and program implementation, exercising appropriate judgement, discretion and analysis;Other organizational development activities and projects; provide input and guidance on organizational changes and recommend solutions and action plans.
Supervise Grants Specialist and Libraries Grants Program: Support the Grants Specialist to increase the number and quality of proposals and create mechanisms to monitor progress; Support the Grants Specialist in creating training opportunities for future, new and seasoned PIs; Consult with the Grants Specialist to ensure the AUL for Administration and HR/Payroll Manager are involved in budgetary and human resource aspects of grants: Develop and implement policies governing grants process; Create Marketing plan and/or strategic plan; Consult with the Alumni & Development and Foundation Relations Offices to maximize grant opportunities.
Manages Internal and External Communications on behalf of UL: Facilitate meetings (e.g. creating and distributing agenda and minutes, follow-up on action items, etc.) within the organization (ULC, LMC, Supervisors, Staff, Faculty Library Committee); Monitor and ensure information travels effectively and efficiently between all levels of the organization (feedback loop); Regularly consults with UL on matters pertaining to employee morale and internal relations and makes recommendations to improve organizational communication and transparency, etc.
Oversees 30 University Libraries Committee Assignments for over 75 staff and Reporting (internal and external): Maintain the Master List of Committees and Task Forces to create comprehensive overview of activities and staff participation; Oversees committee assignments and advises the UL and ULC to equalize committee workloads and ensure appropriate adjustments are carried out; Oversees the routine reporting by committees and ensures the UL receives reports on progress within the organization; Ensure Libraries representation and participation on appropriate campus, professional and relevant external committees (e.g. Graduate Council, GWLA, ALA, etc.).
Provides high-level administrative and event planning: Manage the UL’s calendar ensuring priorities and deadlines are considered; Delegates correspondence and calls to appropriate person for response on behalf of the UL; Draft and review letters, memos and other correspondence for the UL; Prepare presentation materials (e.g. PowerPoint); Establish and manage budgets; negotiates relevant contracts and financial commitments; Coordinate and organize activities sponsored by the UL for donors, staff and/or students, including National Council dinners and meetings by planning, organizing and supervising staff support for the events and drafting the agenda and materials for members; Schedule and coordinate travel for UL (transportation, lodging, registration, etc.); Complete travel reimbursements and expense reports.
Leads and Participates in Special Projects.
Bachelor’s degree. Previous administrative support experience to a high level executive in higher education or academic libraries. Previous management experience. Experience in Grant Management.
Proven excellent written and oral communication skills. Strong project management and organizational skills. Excellent interpersonal skills and ability to interact effectively with senior level officials. Ability to identify and set priorities. Excellent judgment. Manage multiple priorities under pressure while remaining flexible, resourceful and efficient. Critical to success is the ability to maintain confidentiality. High level of discretion, integrity, and emotional intelligence. Highly Proficient in Microsoft Office Suite. High level of professional engagement and presentation; Collaboration/Stakeholder relationship management; Discretion and management of sensitive information. Strong Leadership Skills.
Five or more years of administrative experience involving extensive writing, organizational and project management responsibilities. Information research skills; familiarity with executive level communication and processes; project oversight and reporting; office management experience
Base pay commensurate with experience.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Olin Library. This position is for the Danforth Campus.
This position is eligible for full-time benefits.� Please visit our website at http://hr.wustl.edu to view a summary of benefits.
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.