Chief of Staff to the President

Position Details

Position Information

Job Title Chief of Staff to the President Department President's Administration Job Code A13000 Job category Full Time Staff Terms and Hours Senior Administrator, Full time Exempt Salary Range Starting salary at $125,000; commensurate with experience Job Summary

The Chief of Staff serves as a strategic advisor to the President, communication resource and representative for the President, supporting effective leadership in the University's mission, values, and identity. This role advances institutional priorities by providing leadership, managing high-impact initiatives, coordinating presidential initiatives, and fostering alignment across the university community. This position participates as a regular member of the President's Leadership Cabinet in support of presidential priorities and institutional coordination, serves as the primary liaison to the Board of Regents, and enhances the President's donor and alumni engagement efforts. This position reports directly to the President.

Core Duties

Strategic Advising & Presidential Coordination

• Serve as a trusted advisor to the President on institutional strategy, governance, and operations.
• Coordinate and facilitate cross-functional strategic initiatives on behalf of the President, working collaboratively with University leaders to advance institutional mission and long-term priorities.
• Provide confidential counsel to the President regarding institutional operations, governance, organizational effectiveness, and leadership matters. Personnel matters are addressed in close collaboration with the Vice President for Human Resources.
• Support decision-making by synthesizing complex information and presenting actionable recommendations.
• Participate as a regular member of President's Leadership Cabinet (PLC). Facilitate and participate in strategic planning, communication, and decision-making to ensure meeting agendas and materials align with President and Executive Leadership priorities through collaborative review.
• Support the President and members of the President's Leadership Cabinet through coordination, planning, research, and follow-up on institutional priorities.
• Organize, oversee, and at times lead special projects on behalf of the President and in collaboration with other members of the President's Leadership Cabinet as needed.

Presidential Operations & Communications

• Oversee the daily operations of the Office of the President, ensuring efficiency and alignment with institutional priorities.
• Partner with Executive Assistant to the President to coordinate presidential priorities, briefing materials, and strategic scheduling.
• Serve as the correspondence and speech writer for the President with oversight of all forms of presidential communication regarding university matters, including but not limited to written, video, social media, open forums, and open office hours, in collaboration with University Relations. Coordinate briefing materials, speeches, correspondence, and reports for the President.
• Ensure effective follow-up and execution on presidential directives.
• Plan and monitor budgetary expenses for the Office of the President.
• Collaborate closely with the President to ensure staff transitions within the President's Office are managed effectively. Coordinate presidential involvement in searches and onboarding activities as requested.
• Provide supervision and oversight of President's Office staff. Supervisory responsibilities include hiring processes, setting expectations, training and professional development, performance management and evaluations, and disciplinary processes including termination of employment.
• Collaborate with President's staff and University Events to plan University-wide celebratory and recognition events.

External Relations & Stakeholder Engagement

• Support the President's engagement with key external stakeholders, including donors, alumni, Holy Cross, community partners, and public officials.
• Assist in planning and execution of major institutional events and presidential engagements.
• Accompany the President to internal and external meetings, events, and travel engagements as needed; provide on-site briefing, coordination, and follow-up to ensure effective representation of the institution.
• Support the President's engagement with internal and external constituents in a manner that advances the University's mission, reputation, and strategic priorities.
• Work with University Relations on annual planning to set the President's calendar and prepare for recurring donor and alumni events.
• Participate in regular meetings with the Vice President for University Relations to review and strategize upcoming prospect meetings and fundraising events.
• Review and edit correspondence regarding donor prospects as needed.

Board Governance & Presidential Liaison

• Serve as official staff liaison to the Board of Regents, ensuring the Regent experience is of the highest level of quality in all aspects of Board engagement.
• Ensure President's timely and relevant communication with regents.
• Coordinate Board and committee meetings in partnership with the Board Chair, President, and Executive Assistant.
• Support in the coordination and preparation of board materials, reports, and presentations in partnership with Executive Assistant and Senior Leadership.
• Maintain Board governance records.
• Ensure the Board is appropriately informed on key compliance risks and mitigation strategies.
• In collaboration with the Regents Committee and the President's Leadership Cabinet, assist with the President's cultivation of prospective new regents.
• Coordinate the annual Board calendar and annual retreat.

Institutional Risk & Governance Coordination

• Support the President in promoting a culture of ethical conduct, legal compliance, and accountability across the institution.
• Monitor emerging institutional risks and ensure matters requiring presidential attention are appropriately elevated.
• Partner closely with external legal counsel, the Vice President for Human Resources, and the Vice President for Financial Affairs to support coordinated responses to legal, regulatory, governance, and organizational matters.
• Facilitate communication among institutional leaders regarding significant legal compliance, governance, and enterprise risk issues.
• Coordinate institutional responses to significant legal, regulatory, and compliance matters, ensuring alignment with leadership and Board expectations.
• Assist the President in monitoring institutional compliance efforts across divisions.
• Ensure compliance requirements with federal, state, and accrediting body regulations are met and followed by Divisions (e.g., Title IX, Clery Act, FERPA, ADA, NCAA if applicable).
• Ensure timely reporting and escalation of compliance risks, investigations, and regulatory inquiries to the President.
• Coordinate briefing materials for the President and Board of Regents regarding enterprise risks, litigation, regulatory developments, and institutional mitigation strategies.
• Assist in the review and communication strategy of institutional policies to ensure legal and regulatory compliance.
• Support crisis management planning and executive-level coordination during significant institutional events.
• Promote a culture of ethics, accountability, stewardship, Catholic social teaching, and mission-centered decision-making.

Otherduties as relevant to the duties of the position or as assigned by supervisor or supervisor's designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility.

Education & Experience

• Required: Master's degree in relevant field of study.
• Required: Five to seven years of progressively responsible administrative leadership experience, including direct support to executive leaders and governing boards within higher education, nonprofit, or other mission-driven organizations.
• Required: Demonstrated project management and leadership experience, coupled with exceptional written and verbal communication skills, excellent judgment, and the ability to manage sensitive and confidential information with the highest level of discretion.
• Preferred: Familiarity with Catholic higher education governance.
• Preferred: Advanced degree in relevant field.
• Or equivalent education and/or experience.

Certifications & Licenses

• Preferred: Valid Drivers License

Knowledge, Skills & Abilities

• Exceptional political acumen.
• Knowledge of Board governance.
• Ability to execute strategic planning.
• Organizational agility.
• Ability to navigate ambiguity.
• Discretion and Emotional intelligence.
• Ability to maintain confidentiality and effectively handle highly sensitive and confidential information with sound judgment, tact, and discretion.
• Excellent verbal and written communication skills including editing and proofreading.
• Demonstrated ability to cultivate positive working relations and gain the trust and respect of all levels of internal and external constituencies.
• Ability to learn, respect, and contribute to the mission of the University of Portland.
• Ability to articulate and integrate Catholic social teaching and ethical principles into institutional leadership.
• Superior writing and proofreading skills with the ability to synthesize writing from various writers into a single communication with one voice. Superior speechwriting skills.
• Excellent speaking and presentation skills.
• Strong understanding of organizational risk, compliance frameworks, and regulatory environments.
• Exceptional interpersonal, communication, and organizational skills.
• Strong project management, critical thinking, and problem-solving abilities.
• Excellent ability to work appropriately with confidential and/or sensitive information.
• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a university setting that includes a wide array of policies, processes, individuals, and groups.
• Demonstrated competence and commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.
• Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
• All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.

Physical Requirements

• Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
• Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 25 pounds.
• Occasionally: ability to attend events and activities on or off campus.
• Frequently: ability to interact and communicate with members of the University and others as necessary.
• Frequently: ability to work flexible and irregular hours, including mornings, nights, holidays, and weekends as necessary.

Travel: ability to travel.

Working Conditions

• Hours of employment: sometimes may require working flexible and/or longer hours, including nights and weekends, when necessitated by projects.
• Stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.

Work Standards

• Respect for the University's mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University's mission statement states in relevant part: "we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world." The University's Statement of Inclusion states in relevant part: "Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity."
• The full Mission Statement is at: www.up.edu/about/mission

The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.

• Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
• Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.
• Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization the employee interacts with in his or her University capacity.

Benefits

Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

Posting Number S385-2023 Number of Vacancies Estimated Start Date Open Date Close Date Open Until Filled No Special Instructions Summary

Required Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).