What are the responsibilities and job description for the Deputy Chief of Staff position at The New York Public Library?
Description
We are looking for someone we can count on to:
Required Education, Experience & Skills
More...
This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.
The New York Public Library Salary Statement
At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.
Overview
The Deputy Chief of Staff acts as a thought-partner and force-multiplier for the Chief Strategic Planning Officer & Chief of Staff, working to advance the vision of the President and translating it into results. The Deputy Chief of Staff manages the flow of information and processes in the President's Office; supports and enhances the strategic use of Library executives’ and the Board’s time in order to deliver on the Library’s priorities; and helps advance cross-functional projects and initiatives.
The Deputy Chief of Staff acts as a thought-partner and force-multiplier for the Chief Strategic Planning Officer & Chief of Staff, working to advance the vision of the President and translating it into results. The Deputy Chief of Staff manages the flow of information and processes in the President's Office; supports and enhances the strategic use of Library executives’ and the Board’s time in order to deliver on the Library’s priorities; and helps advance cross-functional projects and initiatives.
A successful Deputy Chief of Staff builds trust with the senior leadership team and Library staff to “get things done”; routinely rolls up their sleeves and knows the details while always seeing the “big picture”; is a superb project manager and an excellent communicator; exercises considerable discretion in dealing with sensitive information; and demonstrates diplomacy in navigating a wide range of stakeholder relationships.
We are looking for someone we can count on to:
Own:
- The day-to-day functioning of the President’s Office
- Planning, coordination, and project management of organizational wide processes and initiatives emitting from the President’s Office
Teach:
- How teams can work better together to advance the institution’s priorities
Learn:
- The “tools of the trade” for being a Chief of Staff
- How to build the trust of a variety of stakeholders
Improve:
- The Chief Strategic Planning Officer & Chief of Staff’s ability to delegate tasks and execute on strategic/transformational initiatives
Some expectations for this role are that within:
1 month, this person will:
- Get up to speed on the operations of the President’s Office
- Develop a rapport with the President, the Executive Office team, and the Chiefs
- Gain an understanding of Library-wide Strategy and Priorities
3 months, this person will:
- See ways to make larger process improvements
- Start taking on initiatives
6 months and beyond, this person will:
- Have a portfolio of initiatives to “own”
Responsibilities
- Manage the day-to-day operations of the President’s Office – budgets, workflows, information, briefings, talking points, presentations, and correspondence – resulting in the efficient running of the office, responsiveness to stakeholders, adequate preparation of the President, and the most effective use of his time, working closely with the President’s Executive Assistant and Administrative Assistant.
- Draft talking points and speeches for the President, capturing his voice and Library priorities
- Prepare materials to brief the President and executive team on a wide range of policy matters and provide information to support effective decision-making.
- Support weekly executive team meetings, developing standards for materials quality and timeliness, ensuring strategic agendas, and following up on action items, working closely with the Chief of Staff to the Chief Operating Officer.
- Support planning, content creation, and coordination of quarterly Leadership meetings to promote productive team dynamics, an understanding of Library priorities, and the ability to execute on them, in collaboration with key partners and stakeholders.
- Support the delivery of Library-wide strategy by developing systems to track and report on progress and by coordinating the annual goal-setting process, working closely with Strategy, HR, and others.
- Directly manage and coordinate Library-wide projects and initiatives, working closely with key stakeholders.
- Support the planning and execution of Board and Committee meetings and handling issues related to the Board, working closely with the Board Operations & Relations Manager
- Work closely with the Communications team to ensure consistency and coordination in communications and messaging among Leadership and from the President’s Office to the organization and externally.
- Proactively identify opportunities for process improvement within the President’s Office and across the senior leadership team.
- Be a thought-partner to the Chief Strategic Planning Officer & Chief of Staff.
- Represent the Chief Strategic Planning Officer & Chief of Staff, as needed.
- Lead special projects and initiatives, as requested.
Required Education, Experience & Skills
Required Education & Certifications
- Bachelor’s degree required
- Advanced degree is a plus
Required Experience
- 5 years of relevant work experience in a position requiring broad exposure to the institution and its strategic priorities
- Previous Chief of Staff experience preferred
Required Skills
- Experience interacting with an organization’s most senior level of management
- Excellent problem-solving capabilities and ability to translate information into insights, actionable implications and recommendations
- Energetic, smart, hands-on self-starter with an ability to learn new things quickly
- Proven excellence in relationship building and organizational influence
- Proven organizational and project management skills
- Impeccable communication skills, both verbal and written
- An ability to diplomatically work with both internal and external stakeholders to resolve issues
- A track record of process improvement
Managerial/Supervisory Responsibilities
N/A
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Core Values
All team members are expected and encouraged to embody the NYPL Core Values:
All team members are expected and encouraged to embody the NYPL Core Values:
- Be Helpful to patrons and colleagues
- Be Resourceful in solving problems
- Be Curious in all aspects of your work
- Be Welcoming and Inclusive
Work Environment
- Office setting
Physical Duties
- N/A
Pre-Placement Physical Required?
No
Union/Non Union
Non-Union
FLSA Status
Exempt
Schedule
No
Union/Non Union
Non-Union
FLSA Status
Exempt
Schedule
- 35 hours a week; evenings and weekends as required
- 4 days in office, one day remote per week.
This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.
The New York Public Library Salary Statement
At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.
Union Salaries are determined by collective bargaining agreement(s).
