The Carlisle Group has been retained to find a Chief of Staff. Our preferred client serves the transportation needs of 1000’s of mid-state residents daily and their 50+ years of operational history has been excellent. They serve 13 counties, employ over 630 people, and have 380+ vehicles in their fleet. This position can be located in York or Harrisburg, PA.
Job Summary:
The position is critical in assisting the organization in meeting the mission of mobility. The impact of public transportation is much deeper than a trip from point A to point B. They are how people have access to experiences that alter their lives in meaningful ways. Their culture of innovation and stewardship champions that mission. The position is responsible for organizing, driving, and supporting Executive Leadership in Strategy. This leader is responsible for facilitating the Executive Director’s vision and ensuring that any business activity the Executive Director wants to accomplish gets done. This position will have an eye and ability to successfully drive projects forward, identify the bottlenecks or issues, provide the Executive Director with information on the opposing views or challenges, and propose resolutions that enable the project to proceed.
Essential Duties and Responsibilities:
- Achieves the Authority’s mission by creating a culture of innovation and best practice in line with the Authority’s Vision, Mission, and Strategic Plan by identifying and championing strategic initiatives and opportunities. Partners with the Executive Director and helps to leverage their time by performing various duties based on the Authority’s and their shifting and growing needs.
- Shapes the strategic direction of the organization by leading on behalf of, and in partnership with, the Leadership Team, the creation of and the annual refresh of the organizational strategy, in line with the Authority’s vision and mission. Ability to develop fluency around the most important issues to the Authority and connect back to how we operate in a strategic manner.
- Drives results by being in line with Executive Director on strategy initiatives, special projects and events that reinforce the Authority’s vision and posture.
- Build strong alliances with external organizations, stakeholders, and legislators to advocate and influence the direction of public policy on issues affecting sustainable mobility. Partner with other collaborators to support various “business units” of the organization to promote strategy implementation and risk assessment planning.
- Assists Executive Director to identify priorities, strategically align their time with those priorities, and revisit them regularly to assess progress. Prioritizes issues, engages appropriate resources, and ensures responses and follow-up actions are done appropriately.
- Contributes to the organization’s effectiveness by coordinating and working with executive and the senior leadership team to ensure Executive Director’s objectives are clear. Streamlines communication between Executive Director and internal departments and ensures communications are disseminated and timely. Monitors Key Performance Indicators and facilitates follow up. Prioritizes conflicting needs; handle matters expeditiously, proactively, and follow through to successful completion, often with deadline pressures.
- Writes and reviews internal communications that are sent out under the Executive Director’s name and collaborates with key internal stakeholders as appropriate on messaging content and tone.
- Manages risk around confidential and strategic projects that are of time sensitive importance. Liaising directly with Legal, Human Resources and Executive Director or appropriate parties.
- Identifies best practices and improves internal systems with an eye toward future needs and budget realities. Develops thought leadership around specific topics/emerging practice areas.
- Leads a variety of long-term, cross-organizational projects through project management. Facilitates planning, alignment, execution, and process development/improvement.
- Combines the dynamic roles of strategic planning and innovation, as well as operational follow-through.
- Identifies and nurtures talent across the organization and plays an active role in succession planning and people development initiatives. Build a successful and healthy organization: review, design, and execute improvements to organizational structure, find knowledge and skills gaps, and help address them, design optimal workflows, and align internal processes.
- Contributes to the team by assisting in training employees.
- Will support the continued compliance, adherence, routine, and day-to-day functions of the organization’s Safety Management System (SMS) in accordance with the Agency Safety Plan (ASP).
- Ensures a customer first focus by monitoring, coaching, supporting, motivating, and developing team members to enable them to deliver to the best of their ability.
- Prepares supporting materials by collecting, analyzing, and summarizing information and trends. Creating and synergizing reports/dashboards/presentations for board level agendas, 4-5 times per year.
- Ensures good employee relations and legal compliance by listening for input from others; seeking mutual understanding on problems involving collaboration, keeping subordinates advised of critical issues, applying consistent treatment, giving constructive feedback, and treating employees with respect. Conducts self in such a way that is looked upon as role model by the team.
- Accomplishes staff results by communicating job expectations; appraising job results, ensuring salary staff’s performance evaluations are tied to established goals; coaching, counseling, and disciplining staff; and enforcing consistency, policies, and procedures.
- Preserves historical reference by establishing and maintaining a record-keeping system, documenting procedures, and decisions, maintaining required documentation, and ensuring delivery of documents, as necessary. Compiles and maintains a procedure system and organized office to ensure continuity of position.
- Maintains trust, confidence and protects the organization by keeping information confidential and disclosing only on a need-to-know basis; ensuring high ethical standards; fosters a spirit of respect, trust, and cooperation; using good customer service skills with both internal and external customers; and upholding the organization’s reputation in the community.
- Ensures communication and positive image of the Authority by reviewing critical incidents, exceptions to policy and/or goal achievement with Executive Director.
- Maintains cooperative relationships with coworkers and management by communicating necessary information, responding to requests, building rapport; and participating in problem solving methods.
- Contributes to effective communications within the organization by establishing and maintaining effective communication lines with all staff members and the public. Keeps management and staff informed of critical information needed to ensure smooth operations.
- Maintains professional and technical knowledge/skills by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies and using the performance appraisal system to assess personal strengths and development needs to accomplish the strategic goals of the organization.
- Additional Tasks: Contributes to the team’s effort by performing other assigned duties as needed.
Job Requirements:
Requirements listed represent the knowledge, skill, and/or ability, mental/physical demands and work environments required to perform the essential job functions. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Essential knowledge, skills, abilities, and experience:
- Bachelor’s degree in Public Relations, Communications, or related field is required. Prefer Master’s degree in Management, Strategy, or related field.
- 7+ years of experience in a related leadership position with a minimum of 3 years of management experience.
- Ability to understand transit systems operations and service area.
- Knowledge of and ability to apply technical approaches and systems to facilitate goals.
- Highly developed communication and analytical skills.
- Knowledge of local organizations, community groups, and governing bodies.
- Ability to be curious and learn from asking questions and listening to others.
- Demonstrated ability to lead and manage staff.
- Demonstrated networking, delegation, and diplomacy skills.
- Demonstrated ability to manage and effectively respond to the media.
- Strong computer and Microsoft applications software proficiency.
- Advanced level of English, grammar, punctuation, spelling, style, etc. with the ability to read and write reports.
- Ability to analyze and understand the nature of the business; how initiatives will impact the strategic plan, financial resources, and human resources.
- Ability to communicate one-on-one, in small groups and to make presentations; to facilitate meetings, to listen actively, to persuade others to accept recommendations, and review/evaluate contracts.
- Ability to solve problems and deal with a variety of changing situations in a timely manner.
- Ability to be detail oriented, ensure accuracy, and meet deadlines.
- Ability to be organized and work on multiple projects in a fast-paced environment.
- Ability to maintain confidentiality.
- Ability to maintain compliance with the Health Insurance Portability and Accountability Act (HIPAA).
- Ability to be self-motivated and results oriented to accomplish objectives on schedule.
- Ability to establish and maintain cooperative and effective working relations with staff, outside contacts, and governmental officials to gain support in accomplishing goals.
- Must be able to negotiate with, handle conflicts, and influence Executive Team members.
- Proven track record of handling matters with the utmost discretion.
- Resilient and must be able to work in an atmosphere of high pressure, high expectations & shifting priorities.
- Strong project management skills.
- Proven track record of meeting deadlines and successfully managing administrative processes and projects.
- Proven organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with various internal and external stakeholders, including other executives, staff, and board members.
- Sharp business judgment, ability to see "big picture" and to prioritize, while working independently, yet asking for help when necessary.
- Self-starter who enjoys finding ways to improve things without direction.
- High energy, strong work ethic, disciplined execution skills.
- Ability to always represent the Authority in a professional and positive manner.
- Ability to actively listen, communicate effectively and follow oral and written instructions that are given in English. Ability to complete records. Ability to work with diverse customers.
- Ability to travel for meetings, training purposes, or other organizational needs with occasional overnight requirements.
- Work hours may include a nonstandard workweek, overtime, various shifts, and weekend work.
- Must meet hiring qualifications of an acceptable driving record and background verification in accordance with organization’s standards.
- Must have regular attendance and punctuality.
Certificates and Licenses Required:
- Must possess valid motor vehicle operator’s license that is not under suspension or revocation.
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