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 Chief of Staff, Division of Business Services Job Profile Title Director D, Business and Finance Job Description Summary The Chief of Staff (CoS) for the Division of Business Services (BSD) acts as a strategic advisor and operational leader, providing support to the Vice President in the coordination of initiatives within the division's diverse portfolio. This includes housing, dining, transportation, parking, conference services, the bookstore, the childcare center, ice rink, mail services, shipping, and more. The CoS ensures effective coordination of strategic initiatives, operational oversight, and the Vice President’s communications, fostering collaboration among internal and external stakeholders. This position, in partnership with senior division leadership, plays a crucial role in advancing the division’s objectives, aligning operations with the university's strategic mission, and driving initiatives related to inclusivity, climate action, sustainability, and customer service excellence. Additionally, this role is categorized as essential personnel and involves being on-call (24 hours/7 days) to respond to emergencies and receive urgent notifications. Job Description RESPONSIBILITIES: Strategic Leadership & Planning: + Collaborate with the Vice President to develop, implement, and monitor strategic goals and initiatives for Business Services. + Lead cross-departmental planning efforts, ensuring seamless coordination across housing, dining, transportation, and other business units. + Collaborating with senior leadership and benchmarking divisional services against peer institutions to ensure best-in-class operations. + Serve as a trusted advisor to the Vice President, providing counsel on complex issues and facilitating informed decision-making. Project & Operations Management: + Manage key divisional initiatives, ensuring alignment with institutional priorities and operational goals. + Oversee high-level projects, tracking progress, addressing challenges, and ensuring timely completion. + Streamline processes to enhance efficiency, customer service, and stakeholder satisfaction. + Act as a liaison between the Vice President and BSD senior leadership to ensure consistent execution of strategic priorities. Communications & Stakeholder Engagement: + Represent the Vice President in meetings, liaising with university leadership, students, faculty, staff, and external stakeholders. + Review and draft (as needed) communications, including reports, presentations, correspondence, and divisional updates in partnership with the BSD communications team. + Monitor media and trends related to higher education business services and regularly update the Vice President on potential impacts. + Partner and coordinate messaging with the BSD communications team as necessary. Team Leadership & Administrative Oversight: + Provide functional leadership and mentorship to divisional administrative staff as needed. + Collaborate with the Vice President’s Executive Associate to prioritize competing demands and ensure preparedness for meetings, events, and external engagements. + Coordinate the preparation of materials for key events and decision-making sessions. Policy Development & Compliance: + Partner with divisional leaders to ensure compliance with university policies and external regulations. + Advise on policies, procedures, and operational systems that align with best practices and support divisional objectives. Budget & Resource Management: + Support budget planning and oversight, ensuring alignment with divisional and institutional goals in close partnership with the BSD finance team. QUALIFICATIONS: Education: Bachelor’s degree required; Master’s degree in business administration, public administration, higher education leadership, or a related field preferred. Experience: Minimum of 7-10 years of progressively responsible experience in business operations, project management, or leadership roles in higher education or a similarly complex organizational setting. Experience in auxiliary or business services is highly desirable. Skills: + Strong project management, strategic planning, and operational oversight capabilities. + Exceptional written and verbal communication skills, with experience crafting high-level presentations and reports. + Proficiency in handling competing priorities in a dynamic environment. + Demonstrated ability to foster collaboration and build effective relationships across diverse teams. + Analytical skills for data-driven decision-making. + Detail orientated with the ability to handle sensitive, confidential, and challenging situations tactfully. KEY COMPETENCIES: + Strategic Thinking: Ability to anticipate the division's needs, challenges, and opportunities. + Leadership: Proven ability to lead and inspire teams effectively. + Discretion: Uphold confidentiality and manage sensitive issues with professionalism. + Collaboration: Demonstrated success in fostering productive relationships across complex institutions. WORK ENVIRONMENT: This position operates in a fast-paced, collaborative higher education environment and may require occasional evening or weekend hours. Travel may be necessary to represent the Vice President or the division. ABOUT THE DIVISION OF BUSINESS SERVICES The Division of Business Services (BSD) supports the individual and collective needs of the Penn community by promoting a hospitable, customer-friendly campus environment and providing mission-critical services and essential operations. BSD’s mission is to provide high-quality service in a fiscally responsible manner. Currently, the Division is focused on three major initiatives: + Revenue growth/retention through improved marketing efforts, extended services, and the development of new distribution channels. + Driving productivity for the Division and its customers through the better use of technology. + Enhancing service offerings through upgrades and expansions of facilities. ​ For more information on BSD, visit: https://www.business-services.upenn.edu/ Job Location - City, State Philadelphia, Pennsylvania Department / School Business Services Pay Range $90,860.00 - $140,000.00 Annual Rate Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile. Equal Opportunity Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class. Special Requirements Background check 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. ​ To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.