Chief of Staff

Application Instructions

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Position Overview

Job Description

Reporting to the Executive Director the Chief of Staff serves as a senior leader responsible for advancing City Year Rhode Islands strategic agenda while ensuring strong operational execution across the organization. The Chief of Staff oversees the Executive Office administrative operations and core people and operational systems supporting the Executive Director with priority-setting cross-functional coordination and monitoring execution against organizational goals. As a member of the Senior Leadership Team the Chief of Staff brings a systems-level cross-functional mindset to translating vision into action and assumes primary responsibility for select strategic initiatives and time-sensitive projects.

The Chief of Staff is a trusted advisor to the Executive Director and when directed represents her in high-level internal and external meetings. The role provides oversight of site operations staff experience and organizational infrastructure manages key internal and external vendor relationships and partners closely with City Year Headquarters to ensure alignment and operational excellence. Accountable for building and sustaining effective internal structures the Chief of Staff ensures staff and AmeriCorps members are supported systems function smoothly and the organization is positioned for sustained impact and growth.

Key Responsibilities

Site Strategy and Special Initiatives

• Monitor all of City Year Rhode Islands operating goals by working with department leadership to provide internal and external reporting. Ensure the Executive Director is aware of recommended actions and ensure response interventions are executed.
• Collaborate with Executive Director and site leadership to manage the implementation review and modification of City Year Rhode Islands strategic plans. Ensure departmental and site-wide progress is met and remains aligned with staff capacity financial resources and stakeholder support.
• Work on the behalf of Executive Director for critical staff positions searches.
• Partner with Executive Director to determine how the Chief of Staff can support managing key strategic relationships with key stakeholders (e.g. public officials Providence Central Falls and other Rhode Island Public School District RIDE elected officials business leaders etc.) and/or key initiatives
• Serve as convener of local AmeriCorps and Education serving organizations to collaboratively build out policy agenda.

Site People Point

• Collaborate with the People Business Partner to provide critical staff and corps support.
• Lead and advise on People policies by participating in comprehensive site and staff discussions aligned with organizational objectives.
• Support hiring managers throughout the recruitment and onboarding cycle.
• Offer guidance to the Impact team regarding the hiring and onboarding of corps and support roles.
• Act as the primary contact for employee relations including accommodation requests and performance management issues.
• Develop and oversee professional development strategies and identify opportunities for staff growth.
• In partnership with the Executive Director lead the design implementation and evaluation of the sites internal communication strategy.

Site Operations and Office Management

• Serve as the site lead for People and Operations overseeing administrative functions staff experience and day-to-day site operations.
• Oversee day-to-day site operations ensuring staff and corps have necessary tools and resources for student impact and operational excellence.
• Manage Operation team supervise administrative staff including the Operations Coordinator/Executive Assistant and Community Partnership Manager providing coaching performance management and professional development support.
• Oversee office operations and infrastructure including office space and equipment supplies records and documentation communication systems emergency preparedness onboarding and staff training in partnership with the Operations Coordinator.
• Manage the workflow of the Executive Office and Senior Leadership Team including agenda development and facilitation for leadership and all-staff meetings in coordination with the Executive Director.
• Establish communicate and ensure compliance with site-wide operational policies and procedures in alignment with City Year Rhode Island leadership and City Year Inc. requirements.
• Ensure site administrative facilities and technology functions operate efficiently and with high internal customer satisfaction; serve as a resource to staff and AmeriCorps members on operational needs and questions.
• Manage relationships with building management vendors and external partners and lead special projects and change management initiatives including system process and equipment upgrades.
• Serve as a liaison to the Employee Experience Committee providing guidance and oversight to support staff engagement and organizational culture.
• Foster strong collaborative relationships internally and externally on behalf of the Executive Director and site leadership as requested.

Budget Development and Financial Monitoring

• Monitor sites financial progress and ensure all departments are forecasting how they will finish in the black at least every other month.
• Analyze financial statements and revenue projections and prepare reports for ED and Board Finance Committee.
• Lead annual budget development process in consultation with Executive Director and site leadership.
• Collaborate with Executive Director Site Directors and HQ Finance to identify cost savings and revenue generation opportunities prepare program budgets and align operating budgets with strategy and donor intent.
• Provide training and support to department finance leaders.
• Manage site monthly expenses.

Board and Internal Communication Support

• In collaboration with the Development Director write and review correspondence on behalf of the Executive Director to ensure communication is accurate timely and coordinated with other City Year Rhode Island and City Year Inc. initiatives.
• Serve as the staff point for the Board Governance committee and assist other committees with special projects by conducting research collecting and analyzing data drafting reports and preparing presentations for internal and external stakeholders.
• Create board pre-read document presentations and collateral materials for site board quarterly meeting focused on human resources finance and operations.
• Support the media and messaging needs of crisis management for site

Benefits