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Assistant Chief of Staff - Operations

D2 Seattle / Sound Transit Seattle Full-Time
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Job Details



Description

SALARY: $75K-$115K

GENERAL PURPOSE:
Under general direction from the Executive Director of Operations, Chief of Staff, and Operations department executive leaders, the Assistant Chief of Staff performs the full range of analytical and strategic project planning, coordination, and management for a wide variety of department programs, projects, priorities, issues, and initiatives. Serves as a strategic advisor and partner to the Executive Director of Operations and Chief of Staff, managing and overseeing projects and strategic initiatives and participating in the development of tactical and strategic plans to meet department goals. Assists in ensuring team projects, initiatives, and deliverables are on an effective trajectory to achieve goals. The Assistant Chief of Staff is responsible for assisting the Chief of Staff with strategic initiatives, events, and special projects that involve multiple divisions of the Operations Department and seeing efforts through to successful completion and execution. A priority for this position is acting as lead staff for Operations for all Sound Transit Board and committee meeting items and a liaison to Board Administration for Operations. Serves as a key point of contact for the department.

ESSENTIAL FUNCTIONS:
The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Serves as a strategic advisor and partner to the Executive Director of Operations and the Chief of Staff by providing thought leadership and policy recommendations on a wide variety of programs, projects, priorities, issues, and initiatives requiring the Executive Director of Operations attention or decision-making. Can be called on at any moment to step-in and provide support on any issue.
• Creates and maintains cross-departmental relationships to influence outcomes and enable leadership success. Fosters long-term partnerships that are critical to organizational success.
• Assist in strategic priority setting and strategic planning for the department. Participates in, coordinates, and leads the development, implementation, execution, and administration of strategic projects and initiatives and programs as assigned.
• Assist in the strategic management of the Executive Director of Operations and Chief of Staff’s calendars, working with the Executive Assistant and Chief of Staff on long-term calendar planning, evaluating opportunities and priority items. Ensures appropriate meeting preparation and follow-up. 
• As lead staff for Operations for all Sound Transit Board items, responsibilities will include overseeing the board schedule and tracking all Operations related Board items; conducting research for Board presentations as needed; drafting, reviewing, and editing Operations staff reports and talking points for presentation to the Board; organizing and attending planning meetings for creating and developing presentations to the Sound Transit Board, the Rider Experience and Operations Committee, and the Citizens Oversight Panel; and drafting talking points for the Executive Director of Operations, the CEO, and the Chairman presiding over the public meetings, as needed.
• Directs department work flow when needed; develops, formulates, and organizes a variety of information such as formal and informal policies and procedures for the department. Provides department guidance and leadership on a variety of Operations functions and projects. 
• Monitors information flow, acting as a gatekeeper, as needed, for the Executive Director of Operations and the Chief of Staff, ensuring their involvement in a project or decision-making process at the right moment.
• Researches, benchmarks, and analyzes data to make policy recommendations. 
• Handles confidential departmental information; drafts and edits current job descriptions; works with the Chief of Staff and Human Resources on hiring of department employees. 
• Under direction of the Chief of Staff, organizes, plans, and executes department employee recognition efforts, All Hands events, team building events, and other department events as assigned, and develops speaking points and presentations as needed for events. 
• Works with department and agency staff members to generate and update policies and procedures, ensuring appropriate executive review and signature and notifying affected staff members.
• Participates in department and agency street teaming and customer outreach efforts on an as needed basis.
• Provides support to the division/department on matters as directed; serves as staff on a variety of committees as assigned; attends and participates in professional group meetings; maintains awareness of new trends and developments in the fields related to area of assignment; incorporates new developments as appropriate; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.  
• Other duties as assigned.

MINIMUM QUALIFICATIONS:
Education and Experience: Bachelors Degree in public administration, political science, business administration, transportation or closely related field is required. An advanced degree is preferred. Seven years of experience in performing project management, research, and analytical duties involved in planning or public policy and/or experience providing high level analytical and strategic project/program support to executive level staff; OR an equivalent combination of education and experience.

Required Knowledge and Skills:
• Strategic thinking and planning skills.
• Leading and overseeing teams and convening large cross-functional, cross-department groups and facilitating conversations.  
• Strong interpersonal, organizational, and critical thinking skills; adaptability to meet changing demands.
• Exceptional organization, attention to detail, and follow-through.
• Ability to identify, analyze, and address a wide variety of issues and problems in a mature and highly professional manner in a high-intensity environment.
• General principles, practices, and procedures of business administration and public administration.
• Strong business letter and strategic business writing skills and presentation development.
• Project and contract management principles and practices.
• Methods and techniques of data collection, research, evaluation and interpretation, and report preparation.
• Preparing clear and concise analytical, administrative, and financial reports and briefings.
• Principles and applications of critical thinking, problem solving, and analysis.
• Pertinent federal, state, and local laws, codes, and regulations.
• Participating in the development and administration of policies and procedures.
• Effective verbal and written communication.
• Establishing and maintaining effective working relationships with other department and agency staff, management, vendors, outside agencies, community groups, and the general public. 
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, Agency staff, or other agencies on sensitive issues in area of responsibility.
• Utilizing computer software programs affecting assigned work and in compiling and preparing spreadsheets, briefings, and reports.

Physical Demands / Work Environment:  
• Work is performed in a standard office environment.
• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 25 pounds. 
• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required. 
  
Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.


 
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