Chief of Staff, Penn Libraries

University of Pennsylvania

3d • $112,433 - $160,000 • Onsite

About The Position

Reporting to the H. Carton Rogers III Vice Provost and Director of Libraries, the Chief of Staff serves as a critical advisor and member of the Penn Libraries’ senior leadership team, and provides leadership for the Libraries’ strategic planning and strategic communications functions. The Chief of Staff provides high-level support to the Vice Provost on a range of strategic and operational initiatives that are essential to the Libraries’ mission and impact. The role ensures that major priorities, including the advancement and implementation of the Libraries’ strategic plan, high-level executive communications and institutional messaging, and the coordination of leadership activities, are moved forward consistently and effectively. The Chief of Staff directly supervises the Director of Strategic Communications and the Strategic Planning Officer.

The Chief of Staff works closely with internal and external partners, including senior leadership across the Libraries and the University, and collaborates extensively with Development and other administrative partners. This includes deep partnership with four Associate Vice Provosts, the Chief Financial Officer, the Executive Director of Development, and other senior leaders to strategize, implement, and communicate the Vice Provost’s priorities. The position plays a central role in preparing the Vice Provost for speeches, events, and presentations, coordinating to ensure the success of each event the Vice Provost attends, and shaping agendas and follow-through for the Libraries’ Leadership Team.

This role requires exceptional judgment, strategic thinking, strong people leadership, and the ability to manage complex initiatives and functions in a fast-paced academic environment.

Requirements

• Master’s degree and 7+ years of progressively responsible experience in higher education, strategic operations, executive communications, administration, or a related field.
• Exceptional writing and editing skills, with demonstrated experience preparing speeches and high-level executive communications.
• Proven ability to lead and coordinate complex, multi-stakeholder initiatives.
• Strong organizational, analytical, and problem-solving skills.
• Ability to handle sensitive information with discretion and professionalism.
• Experience working closely with senior leaders and diverse functional teams.
• Demonstrated experience supervising and developing professional staff and leading teams through clear goals, accountability, and collaboration.
• Experience providing strategic leadership across planning, communications, executive operations, or closely related institutional functions.

Nice To Haves

• Experience within the University of Pennsylvania or another complex research university.
• Familiarity with academic libraries or cultural institutions.
• Experience developing presentation materials and visual communication strategies.
• Experience with project management.
• Experience supervising senior-level professional staff or managing functions with multiple layers of reporting.

Responsibilities

• Serve as a trusted advisor to the Vice Provost, providing analysis, insight, and recommendations on strategic and operational matters.
• Prepare high-impact speeches, remarks, talking points, and written communications for major engagements, events, and presentations.
• Oversee and reinforce all messaging prepared for the Vice Provost in remarks, presentations, and leadership communications. Work with colleagues across the Penn Libraries to ensure the representation of the Vice Provost's core themes across all messaging.
• Develop clear, compelling slide decks and related presentation materials that effectively express the Vice Provost’s vision and priorities.
• Lead coordination among Strategic Communications, Development, and event hosts to ensure the smooth planning, preparation, and overall success of every event the Vice Provost attends.
• Provide leadership and oversight for the Libraries’ strategic planning function and directly supervise the Strategic Planning Officer. Serve as a partner and thought leader to the Vice Provost in ensuring the successful implementation of strategic priorities, balancing plan objectives and financial outcomes.
• Guide the strategic vision implementation and the development of sustainable short-term and long term initiatives and special projects. Coordinate and align internal and external stakeholders and establish systems to track progress and communicate metrics and KPIs.
• Act as a high-level project manager for the Vice Provost’s key special initiatives.
• Track progress across strategic initiatives, surface challenges, ensure alignment of goals across departments and functions, and work with the Strategic Planning Officer to drive accountability and follow-through.
• Synthesize information from multiple stakeholders to support strategic decision-making, institutional planning, and the ongoing refinement of the Libraries’ strategic priorities.
• Provide leadership and oversight for the Libraries’ strategic communications function and directly supervise the Director of Strategic Communications, with responsibility for the direction, performance, and development of the communications team.
• Set priorities and strategic direction for communications in alignment with the Vice Provost and the Libraries’ strategic goals, ensuring a consistent institutional voice and clear articulation of the Libraries’ mission, impact, and priorities.
• Partner with the Director of Strategic Communications to translate complex institutional priorities into compelling communications for internal and external audiences across channels and formats.
• Ensure that communications planning is integrated with executive communications, strategic plan implementation, development and donor communications, major events, and other high-priority institutional initiatives.
• Coordinate with University communications partners and other stakeholders, as appropriate, to align messaging and strengthen the visibility and reputation of the Penn Libraries.
• Develop agendas, materials, and follow-up documentation for the Libraries’ Leadership Team, ensuring clarity of objectives and continuity across meetings.
• Monitor cross-departmental initiatives, tracking commitments and ensuring timely execution.
• Support organizational alignment by partnering closely with the Associate Vice Provosts, CFO, and other senior leaders.
• Guide the agenda for the Senior Leadership Team (Vice Provost, Chief of Staff, four Associate Vice Provosts, Chief Financial Officer).
• Align with the Vice Provost, Executive Director of Development, and volunteer group chairs on direction and key messaging for Board and other leadership volunteer group meetings and related programs. Oversee implementation and successful delivery of meeting and program logistics.
• Coordinate with the Executive Director of Development to support donor-facing presentations and strategic fundraising communications.
• Collaborate extensively with Development, Finance, and other administrative partners to move forward institutional priorities and ensure that strategic planning and communications are well integrated across the organization.
• Coordinate across the Libraries and University to ensure that strategic priorities, institutional messaging, and major initiatives are aligned and mutually reinforcing.
• Partner with event organizers, internal units, and external stakeholders to ensure that all aspects of Vice Provost level engagements, from logistics to content, are fully aligned for success.
• Represent the Vice Provost as needed in meetings and planning processes to ensure continuity of leadership priorities.
• Manage the Vice Provost's Office day-to-day. Ensure that the needs of the Director are preempted and that the office is a professional and welcoming place for internal and external visitors, whether lastminute or planned. Work with the Executive Assistant on agendas and the effective running of all-staff, Directors, and Senior Leadership team meetings.
• Perform additional duties as assigned.

Benefits

• Excellent healthcare and tuition benefits for employees and their families
• Generous retirement benefits
• Wide variety of professional development opportunities
• Supportive work and family benefits
• Wealth of health and wellness programs and resources
• Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
• Flexible spending accounts for eligible health care and dependent care expenses
• Tuition assistance for employee, spouse, and dependent children
• Generous retirement plans (Basic, Matching, and Supplemental)
• Substantial amount of time away from work
• Long-Term Care Insurance
• Wellness and Work-life Resources
• Professional and Personal Development resources
• Access to a wide range of University resources, cultural and recreational activities
• Discounts on arts and entertainment, transportation, and mortgages
• Flexible work options
• Penn Home Ownership Services (forgivable loan for eligible employees)
• Adoption Assistance

What This Job Offers

• Job Type: Full-time
• Career Level: Director