Chief of Staff - Office of the Superintendent

TITLE: Chief of Staff

REPORTS TO: Superintendent
DEPARTMENT: Office of the Superintendent

BASIC FUNCTION: Support the Superintendent by synchronizing the Superintendent’s Leadership Team, managing the Office of the Superintendent in order to ensure quality and timeliness of information to and from the Office of the Superintendent. The Chief of Staff provides operational assistance by managing special projects and leading key initiatives, by resolving complex issues that require executive leadership and direction, by supporting the deliverables of the Superintendent’s Leadership Team, and by ensuring expectations and deadlines are clearly communicated to staff. The Chief of Staff serves as a key strategic planner and manages the strategic and long-range planning processes for the District; is the advisor, decision-maker and problem solver for the Superintendent, ensuring that issues needing the Superintendent’s attention are addressed in a timely manner.

The Chief of Staff supports the Superintendent by serving as the executive liaison with the Board of Education and by facilitating effective communication with the Board’s leadership team and with individual Board members. The Chief of Staff represents the District and Superintendent at public events and in various capacities with government and community organizations; facilitates communication with all stakeholders; and ensures the Superintendent’s office is responsive to the needs of the Board, staff and community, with attention to supporting equity and diversity.

Maintain confidentiality of all personnel matters; some duties will involve access to confidential information concerning employer-employee relations.

REPRESENTATIVE DUTIES: (Incumbents may perform any combination of the essential functions shown below.
This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to reflect the principal job elements accurately.)

ESSENTIAL FUNCTIONS:

• Perform highly responsible and confidential work as principal staff support to the Superintendent; support the work of the Superintendent by responding to priority issues as they emerge, maintaining ongoing contact with the
• Superintendent to receive guidance on essential work, implementing the Superintendent’s directives and instructions, and providing feedback and/or advice as requested.
• Support the Superintendent in dealing with a range of administrators, staff, students, Board of Education, and public affairs issue; directly handles matters of school District importance as delegated.
• Serve as a liaison with the Board of Education in matters other than those handled directly by the Superintendent; coordinate the activities of the Board and the support provided to the Board from the Superintendent’s Office through the Board Secretary.
• Coordinate the development and implementation of strategic initiatives throughout the District.
• Manage the annual strategic planning processes and the delivery of projects and outcomes that are assigned by the Superintendent.
• Participate with the Superintendent, the Leadership Team and the Board in strategic planning, policy development and problem resolution of complex issues and needs; provide integrated policy analysis, strategic consultation and oversight on progress against strategic plan; deliver and communicate progress reports to internal and external parties.
• Operate strategically across the District to identify barriers that impede attainment of goals and objectives.
• Develop and continuously enhance an integrated communications network within and between units, other divisions in the District and the community in order to support an effective work environment; communicate Board policies, objectives and service innovations to District staff and the general community; facilitate the dissemination of information about and the utilization of services provided by the District.
• Attend Board meetings and other meetings as directed by the Superintendent, and prepare reports for the Board at the direction of the Superintendent.
• Serve as a member and work closely with the Superintendent’s Leadership Team to facilitate communication and ensure implementation of stated objectives in a timely and efficient manner.
• Plan and manage meetings as directed by the Superintendent to include tracking, monitoring and follow-up on progress of projects, actions items, and strategies that emanate from the Superintendent’s Leadership Team and other executive teams; prepare agendas, develop memos, communication, correspondence; identify meeting participants; collect, prepare and distribute appropriate briefing materials, initiate subsequent follow-up meetings and communication for key stakeholders as directed; identify issues for discussion.
• Coordinate special projects on behalf of the Superintendent, frequently involving members of the Superintendent’s Leadership Team.
• Visit schools with the Superintendent, Network Superintendents, Chief of Schools and other District staff to assess level of District support services and provide appropriate feedback to District departments to enhance or adjust District support services.
• Serve as strategic liaison between the Superintendent and department heads, school administrators, employee organizations, other school Districts, public agencies and the public as directed.
• Suggest ways to position the District with civic and business leadership and Board of Education members on issues that have a direct, strategic impact on the core initiatives.
• Interact with industry, government, legislative interests group and community officials in the representation and development of the District’s strategic initiatives.
• Provide technical expertise, information and assistance to the Superintendent regarding assigned functions; assist in the formulation and development of policies, procedures and programs; advise the Superintendent of unusual trends or problems and recommend appropriate corrective action.
• Assume responsibility for the efficient and proper operation of the Office of the Superintendent.
• Understand Board policies and procedures necessary to ensure appropriate protocols are understood and followed, and direct and oversee the preparation of drafts of needed policies and administrative procedures.
• Prepare, execute and/or edit written and oral correspondence, presentations and reports as directed by the Superintendent.
• Develop and maintain positive working relationships with all stakeholders, including schools.
• Performs other related duties as assigned by the Superintendent.

QUALIFICATIONS:
The District determines whether a candidate is qualified based on fulfillment of prerequisites, relevant work experience, ability to perform the essential functions, reference checks, effective interpersonal and communication skills demonstrated by interview performance and/or writing samples, and achievement on performance-based assessments (if applicable) that demonstrate the candidate possesses the requisite knowledge, skills and abilities. Meeting prerequisites only satisfies the initial screening process and does not indicate the candidate is qualified to perform the essential functions of the position.

KNOWLEDGE OF:

• Public school administrative structures and challenges facing large, diverse, urban school districts
• Strategic planning theory
• Public policy, procedure and management
• National, state and local educational goals and standards and operations of K-12 public education in California
• School reform theories and best practices to implement change
• Development and performance management methods
• The goals, objectives, structure and operations of a major public employer
• School District policies and procedures, regulations and bylaws, and the legal environment within which they operate
• Planning, organization and coordination needed for assigned program
• Diverse academic, socio-economic, cultural, ethnic, and disability backgrounds of District students and staff
• Correct English usage, grammar, spelling, and punctuation
• Computer software, hardware, and related technology

ABILITY TO:

• Lead the strategic planning process and establish objectives
• Modify management strategies based on evaluation data
• Demonstrate excellent team-building skills
• Demonstrate excellent organizational skills and attention to detail
• Exercise judgment and discretion in interpreting and applying policies and procedures
• Manage financial resources
• Demonstrate effective written and oral communication skills, including content communication, conciseness,
• grammar and usage
• Establish and maintain effective working relationships with school officials, school administrators, teachers, support
• staff, outside advocacy groups, and other community members, with an expertise in consensus building
• Organize and motivate high level employees to work together and achieve common goals
• Perform complex tasks and to prioritize multiple projects
• Interface with all levels within the organization
• Work effectively in a diverse work group
• Pull resources together to meet deadlines
• Work under pressure and flexible in adapting and responding to changing situations
• Manage multiple conflicting priorities
• Delegate responsibilities effectively
• Harvest a healthy, happy workplace with a real emphasis on a strong organizational culture
• Operate personal computer, related software, and other office equipment

PREREQUISITES
A Master’s Degree or Higher in Education, Educational Administration, Communications, Public Relations or related field

Experience in organizing and supervising cross-functional teams to manage and deliver large-scale projects, to handle diverse needs of stakeholders, and to collect data/information and create necessary information to manage the workflow in the Superintendent's office

Ten (10) years of administration experience in a school environment, five (5) years as an executive or cabinet member in an urban public school district

Possess leadership skills in facilitating group processes, including consensus building and conflict resolution

Advanced written, verbal and listening skills; excellent organization skills

Demonstrated operational and fiscal experience at an executive level of an organization

Experience and proficiency with Microsoft Office products (e.g. Excel, Word, and PowerPoint)

Valid California Driver’s License

PRE-EMPLOYMENT PROCESS:
Employment eligibility will include fingerprints, tuberculosis and/or other employment clearance

WORKING CONDITIONS
ENVIRONMENT:
Office and diverse school site environments; driving a vehicle to conduct work; fast-paced work; constant
interruptions

PHYSICAL REQUIREMENTS:
Consistent mental alertness; sitting or standing for extended periods of time; lifting, carrying, pushing, and pulling objects up to 30 pounds, occasionally 30 pounds; bending and twisting at the waist, reaching overhead, above the shoulders and horizontally; dexterity of both hands and fingers while performing duties; seeing to read, write and use the computer; hearing and speaking to exchange information, in person or on the telephone, and make presentations.

NON-DISCRIMINATION POLICY:
The Oakland Unified School District does not discriminate in any program, activity, or in employment on the basis of actual or perceived race, religion, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, sex, or sexual orientation.