Chief of Staff

Who We Are

The Office of the Provost provides academic leadership to the University of Southern California. Its fundamental task is to ensure excellence in teaching, research, and scholarship. Andrew Guzman, Provost and Senior Vice President for Academic Affairs, is USC’s second-ranking official and the Chief Academic Officer. He oversees 18 of the university’s professional schools and academic units, in addition to the USC Capital Campus, USC Museums, the Shoah Foundation, and the divisions of student life, libraries, student religious and spiritual life, and enrollment services.

Job Summary

The Office of the Provost is seeking a Chief of Staff to provide strong leadership to the administrative team that supports the day-to-day operations of the Provost’s office and projects. Under the direction of the Provost, the Chief of Staff will provide oversight, direction and coordination for the day-to-day operations and strategic activities of the Provost’s office. This role interacts with leaders and employees across the University to align project efforts to the core academic mission while maintaining an efficient and collegial workspace. Proven leadership experience, attention to detail, strong verbal and written communication skills, and the ability to preserve confidentiality are required.

Job responsibilities include:

• Serves as a senior advisor to and acts on behalf of the Provost by assuring and providing critical, high-level support that optimizes the Provost’s time.
• Oversees, directs and coordinates the operations of the Provost’s office by planning and directing staff, budget administration, space allocation and design, equipment, workflow and operational philosophy. Directly and indirectly manages staff, usually through subordinate managers, supervisors, and professional staff. Directs the budget and financial activities for office operations through financial professional staff.
• Provides short-and long-term planning of projects, activities and schedule of the executive. Creates strategic plans and processes to ensure appropriate monitoring and follow-up.
• Plans new initiatives to gain efficiencies and improve communications within the Provost’s office, with the Provost’s direct reports, and between other academic and administrative units.
• Gathers multiple inputs and integrates diverse plans and requests based on the Provost’s priorities. Sets goals, establishes priorities, manages resources, develops concepts and approaches, reviews project progress and results.
• Ensures that mandatory reporting deadlines are met keeping in mind academic and/or administrative priorities.
• Develops, manages, and maintains an effective communication program within the Provost’s Office and between the Provost’s Office and its constituencies. Oversees communication staff within the Provost’s Office.
• Serves as primary contact for overall external coordination of activities with the offices of university officers and senior management, university Board of Trustees, political and civic leaders, major donors, other public and private contacts, etc. Provides information and administrative assistance to university officers, senior management and operating units through specialized service departments.
• Resolves issues and requests referred to the Office of the Provost by faculty, staff, or students.
• Directs the design, enhancement, and maintenance of recordkeeping systems, files, etc. within the Provost’s office.
• Oversees the planning of events and special projects, including the executive recruitment of Academic Deans and Vice Provosts as well as the fifth-year review and renewal process for Academic Deans. Gathers multiple inputs and integrates diverse plans and requests based on the Provost’s priorities. Sets goals, establishes priorities, manages resources, develops concepts and approaches, reviews project progress and results.
• Performs ad hoc project analysis. Analyzes, summarizes and/or reviews data; reports findings, interprets results and/or makes recommendations.
• Recommends, advocates, and/or implements new and/or revisions to existing policies and procedures.
• Consults with executives, managers, and employees to identify problems, develop improvements, and create and maintain quality standards.
• Oversees the planning and organizing of committee meetings, focus groups, etc. including oversight of the creation of agendas and preparation and distribution of minutes.
• Monitors current events, legislation, and other issues of interest.

In addition, the successful candidate must demonstrate, through ideas, words and actions, a strong commitment to USC’s Unifying Values of integrity, excellence, diversity, equity and inclusion, well-being, open communication and accountability.

The University reserves the right to add or change duties at any time.

Please submit a cover letter and resume as part of your application.

Preferred Qualifications

• Master’s degree in Business Administration, Public Administration, Communications, or a related field.
• Minimum seven years of experience in project administration.
• Directly related administrative management experience in a university or corporate environment.
• Three years of experience in higher education is ideal.
• Demonstrated leadership in planning, organizing and operating a large complex organization. Strong planning and organizational skills.
• Certification in project management is preferred but not required.
• Excellent written and oral communication, critical thinking, organization, interpersonal, and problem-solving skills.
• Outstanding oral and written communication skills.
• Exceptional skill in writing, rewriting, copyediting, and proofreading.
• Proficient with Microsoft Office applications (Word, Excel, Outlook, PowerPoint, SharePoint), Zoom, Adobe Acrobat, and Dropbox.
• Demonstrated experience in interpreting policies, analyses, trends, etc.
• Strong ability to manage several different projects simultaneously on tight deadlines. Ability to manage multiple projects, adjust to changing priorities and performing well under pressure.
• Maintains confidentiality and tact in all communications; conducts daily activities with utmost professionalism.
• Able to quickly find accurate information from both university and outside sources.
• Exceptional attitude and dedicated team player.
• Ability to work with a wide range of internal and external stakeholders.

Please submit a cover letter and resume as part of your application.

The salary range for this position is $160,000 to $200,000. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

The University of Southern California is an Equal Opportunity Employer.

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Minimum Education: Master's degree, Combined experience/education as substitute for minimum education Minimum Experience: 7 years Minimum Field of Expertise: Directly related administrative management experience in a university or corporate environment. Thorough knowledge of management principles, budgeting, finance, and applicable laws/regulations. Demonstrated leadership in planning, organizing and operating a large complex organization. Exceptional interpersonal skills. Outstanding oral and written communication skills. Strong planning and organizational skills. Ability to use computer technology with efficiency and effectiveness.