Job Abstract

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.

JOB BRIEF

The Deputy Chief of Staff (DCoS) coordinates and advances the work of the Executive Office (EO). This position is an integral member of the Executive Office Team that ensures the seamless management of strategies in planning, budgeting, communications and partnerships. Ensures operational efficiency, effectiveness and accountability within the Executive Office in support of the Office of the President and CEO and the Chief Operating Officer and Executive Vice President. Serves as a trusted adviser and represents Executive Leadership in delegated projects and initiatives designed to achieve the Institute’s priorities and objectives. The Deputy Chief of Staff is a full-time position, based in Washington, D.C. and will report to the Chief Operating Officer and Executive Vice President.

TARGET SALARY

Grade 15 - $163,000 - $ 169,000

The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

RESPONSIBILITIES

Major Duties and Responsibilities

Themes

1. Organizational Infrastructure Development

• Internal Systems Development
• Standard Operating Procedures (SOPs) Development
• Process Standardization and Optimization
• Resource Management

2. Strategic Enterprise-wide Internal Communications and Stakeholder Engagement

• Knowledge Management Systems
• Strategic Internal Communication Practices – Institute Intranet
• Board and Stakeholder Engagement
• Special Projects and Initiatives

3. Day-to-Day Executive Front Office Operations

• Executive Support
• Meeting Management
• Intra-agency Coordination

• Lead the design and implementation of robust internal systems and processes to enhance organizational efficiency and effectiveness. Collaborate with department heads to identify areas for improvement and develop innovative solutions that streamline workflows and promote cross-functional collaboration.
• Establish standardized operating procedures across departments, ensuring consistency in practices and adherence to compliance best practices.
• Support the COO/EVP in the allocation and utilization of resources, including budgetary planning, financial management, and human resources to ensure efficient use of resources while maintaining high standards of accountability, transparency, and stewardship.
• Develop and execute a comprehensive internal communications strategy that fosters engagement and alignment across all levels of the Institute.
• Maintain the implementation of knowledge management systems and tools to capture, organize, and disseminate information efficiently throughout the Institute.
• Lead efforts to standardize and optimize internal processes and workflows to enhance efficiency and effectiveness across departments.
• Develop training programs in collaboration with the Office of Human Resources, Office of Finance, and the Executive Office to enhance staff capacity in communication best practices, knowledge management techniques, and process optimization strategies.
• Establish feedback mechanisms to solicit input from colleagues on internal communication processes, knowledge management systems, and organizational workflows.
• Manage high-priority projects designed to achieve USIP’s mission and strategic vision; build and maintain successful working relationships and coordinate with a wide range of offices, staff, and stakeholders, internal and external to the Institute.
• Gather, investigate, research, analyze, and/or study information affecting USIP-wide, intra-departmental, or inter-departmental operations; participates in institutional planning, policy development, and problem resolution as a member of Executive Office senior support staff.
• Anticipate, identify, and troubleshoot issues of concern or significance; exercise discretion to provide timely information and necessary updates across multiple stakeholders.
• Ensure matters requiring the attention of executive leaders are thoroughly developed, researched, and evaluated; respond to routine inquiries and deputizes for the Executive Office, where appropriate and when necessary.
• Research, write, edit and/or coordinate preparation of special reports, briefings, and presentations; conceive, craft, and edit messages, letters, and other communications on behalf of executive leadership.
• Coordinate and/or oversee the scheduling of strategic events, meetings, and other requests to balance and address key institutional objectives.
• Support and sustain a culture of service, professionalism, and continuous improvement in the Office of the President and/or Executive Office.
• Oversee the supervision of assigned personnel within assigned organizational units; may manage the review and oversight of office finances and executive expenses.
• Manage coordinating the day-to-day operations of the Executive Front Office including the preparation of internal and external reports and other communications by the Executive Office.
• Supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
• Participate in meetings, task forces, and work groups as assigned.

Performs other duties as assigned.

QUALIFICATIONS

• Bachelor's degree in business management or related major and at least 12 years of experience directly related to the duties and responsibilities specified.
• Ability to thoroughly research, identify, analyze and address a wide variety of issues and problems in a high-intensity environment.

• Excellent representation and communication skills (oral and written), including cross-cultural, media, interpersonal skills; proven ability to deal with internal and external stakeholders and communities of interest from the lowest and highest political, social, cultural, and economic levels.

• Knowledge of the goals, objectives, structure, and operations of a major public institution.
• Strong program management skills and experience overseeing complex projects; and previous experience implementing adaptive programs in highly complex and dynamic environments. Ability to.
• Demonstrated ability to gather data, compile information, prepare reports and perform complex tasks and to prioritize multiple projects; adaptability to meet changing demands.
• Ability to think strategically and effectively develop, communicate, and execute plans.
• Ability to create, compose, and edit correspondence and other written materials.
• Excellent leadership skills with proven ability to lead and motivate others, and to work as a team player.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Demonstrated ability to maintain confidentiality.

CLOSING DATE OF THIS ANNOUNCEMENT IS 05/24/24.

All applicants must be US citizens to be considered for positions with USIP.

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.

HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1. Completed employment application including titles, dates of hire and salary requirements.
2. Cover letter
3. Resume

Only those applicants that are selected for further discussions will be contacted.

No Phone Calls. Interviews will be scheduled by appointment only.

USIP is an equal opportunity employer. USIP does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, political affiliation, marital status, disability, genetic information (including family medical history), age, membership in an employee organization, retaliation, parental status, military service, or other non-merit-based factors.