Chief of Staff, Penn Libraries

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Job Profile Title

Job Description Summary

Job Description

Candidates are encouraged to review the Penn Libraries’ strategic plan, Knowledge for Life.

Job Responsibilities

Strategic and Executive Support

• Serve as a trusted advisor to the Vice Provost, providing analysis, insight, and recommendations on strategic and operational matters.
• Prepare high-impact speeches, remarks, talking points, and written communications for major engagements, events, and presentations.
• Oversee and reinforce all messaging prepared for the Vice Provost in remarks, presentations, and leadership communications. Work with colleagues across the Penn Libraries to ensure the representation of the Vice Provost's core themes across all messaging.
• Develop clear, compelling slide decks and related presentation materials that effectively express the Vice Provost’s vision and priorities.
• Lead coordination among Strategic Communications, Development, and event hosts to ensure the smooth planning, preparation, and overall success of every event the Vice Provost attends.

Strategic Planning and Implementation

• Provide leadership and oversight for the Libraries’ strategic planning function and directly supervise the Strategic Planning Officer. Serve as a partner and thought leader to the Vice Provost in ensuring the successful implementation of strategic priorities, balancing plan objectives and financial outcomes.
• Guide the strategic vision implementation and the development of sustainable short-term and long term initiatives and special projects. Coordinate and align internal and external stakeholders and establish systems to track progress and communicate metrics and KPIs.
• Act as a high-level project manager for the Vice Provost’s key special initiatives.
• Track progress across strategic initiatives, surface challenges, ensure alignment of goals across departments and functions, and work with the Strategic Planning Officer to drive accountability and follow-through.
• Synthesize information from multiple stakeholders to support strategic decision-making, institutional planning, and the ongoing refinement of the Libraries’ strategic priorities.

Strategic Communications Leadership

• Provide leadership and oversight for the Libraries’ strategic communications function and directly supervise the Director of Strategic Communications, with responsibility for the direction, performance, and development of the communications team.
• Set priorities and strategic direction for communications in alignment with the Vice Provost and the Libraries’ strategic goals, ensuring a consistent institutional voice and clear articulation of the Libraries’ mission, impact, and priorities.
• Partner with the Director of Strategic Communications to translate complex institutional priorities into compelling communications for internal and external audiences across channels and formats.
• Ensure that communications planning is integrated with executive communications, strategic plan implementation, development and donor communications, major events, and other high-priority institutional initiatives.
• Coordinate with University communications partners and other stakeholders, as appropriate, to align messaging and strengthen the visibility and reputation of the Penn Libraries.

Leadership Team Coordination

• Develop agendas, materials, and follow-up documentation for the Libraries’ Leadership Team, ensuring clarity of objectives and continuity across meetings.
• Monitor cross-departmental initiatives, tracking commitments and ensuring timely execution.
• Support organizational alignment by partnering closely with the Associate Vice Provosts, CFO, and other senior leaders.
• Guide the agenda for the Senior Leadership Team (Vice Provost, Chief of Staff, four Associate Vice Provosts, Chief Financial Officer).

Cross-Functional Collaboration

• Align with the Vice Provost, Executive Director of Development, and volunteer group chairs on direction and key messaging for Board and other leadership volunteer group meetings and related programs. Oversee implementation and successful delivery of meeting and program logistics.
• Coordinate with the Executive Director of Development to support donor-facing presentations and strategic fundraising communications.
• Collaborate extensively with Development, Finance, and other administrative partners to move forward institutional priorities and ensure that strategic planning and communications are well integrated across the organization.
• Coordinate across the Libraries and University to ensure that strategic priorities, institutional messaging, and major initiatives are aligned and mutually reinforcing.
• Partner with event organizers, internal units, and external stakeholders to ensure that all aspects of Vice Provost level engagements, from logistics to content, are fully aligned for success.
• Represent the Vice Provost as needed in meetings and planning processes to ensure continuity of leadership priorities.

Other

• Manage the Vice Provost's Office day-to-day. Ensure that the needs of the Director are preempted and that the office is a professional and welcoming place for internal and external visitors, whether lastminute or planned. Work with the Executive Assistant on agendas and the effective running of all-staff, Directors, and Senior Leadership team meetings.
• Perform additional duties as assigned. 

Qualifications

Required

• Master’s degree and 7+ years of progressively responsible experience in higher education, strategic operations, executive communications, administration, or a related field.
• Exceptional writing and editing skills, with demonstrated experience preparing speeches and high-level executive communications.
• Proven ability to lead and coordinate complex, multi-stakeholder initiatives.
• Strong organizational, analytical, and problem-solving skills.
• Ability to handle sensitive information with discretion and professionalism.
• Experience working closely with senior leaders and diverse functional teams.
• Demonstrated experience supervising and developing professional staff and leading teams through clear goals, accountability, and collaboration.
• Experience providing strategic leadership across planning, communications, executive operations, or closely related institutional functions. 

Preferred

• Experience within the University of Pennsylvania or another complex research university.
• Familiarity with academic libraries or cultural institutions.
• Experience developing presentation materials and visual communication strategies.
• Experience with project management.
• Experience supervising senior-level professional staff or managing functions with multiple layers of reporting. 

Application Requirements 

• A Cover Letter and Resume/CV are required to be considered for this position. 

• Submission of two writing samples demonstrating excellence in executive communication or speechwriting is also required (at least one should reflect speechwriting, event remarks, or high-level executive communication).

• Please upload your cover letter and writing samples where it asks you to upload your Resume/CV; multiple documents are allowed.  

Job Location - City, State

Department / School

Pay Range

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement 

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements 
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay