What are the responsibilities and job description for the Director, Chief of Staff- Administration- Full Time- On-Site position at Guthrie?
Summary
The Director, Chief of Staff serves as the primary strategic and operational partner to the President & CEO, ensuring coordination, follow‑through, and alignment across the Executive Leadership Team (ELT), governance bodies, and key systemwide initiatives. This role manages the operational rhythm of the executive office, drives accountability toward organizational goals, oversees executive administrative functions, and supports effective governance and stakeholder engagement.
Experience
Requires a high degree of judgment, initiative, leadership, and demonstrated ability in addressing key organizational initiatives across multiple domains with a high level of communication, and interpersonal skills. A track record of meeting objectives in a dynamic and fluid environment, with experience leading projects in a highly matrixed organizational structure is preferred. Experience in governance-related matters as well as operational experience is also preferred.
Education
Bachelor’s degree in an appropriate discipline(or equivalent education, training, or experience). Master’s degree in business administration, public health or health care strongly preferred.
Essential Functions:
1. Strategic Execution and Leadership Alignment
2. Maintain the organization-wide update cadence for strategic goals, initiatives, KPIs and deliverables.
3. Coordinate with ELT members to ensure timely, complete, and accurate progress updates.
4. Track and surface risks, delays, and dependencies requiring CEO attention.
5. Facilitate alignment discussions to ensure teams remain synchronized on priorities.
6. Support translation of the strategic plan (owned by the Chief Strategy Officer) into operational action through coordinated follow‑through and accountability structures.
7. Executive Office Operations & CEO Support
8. Ensure the CEO is fully prepared for all meetings, engagements, and decision points.
9. Manage information flow to and from the CEO, prioritizing issues and ensuring clarity.
10. Provide insight, synthesis, and preparation materials for high‑impact discussions.
11. Anticipate needs, proactively resolve issues, and ensure the CEO’s time is strategically allocated.
12. Governance & Board Management13. Lead development of TGC Board of Directors agendas, annual planning cycles, and materials.
14. Manage Govenda posting schedules and ensure governance timelines are met.
15. Serve as liaison between the CEO and Board Chair, and between CEO and board committees.
16. Coordinate preparation of all executive and departmental materials for board and committee meetings.
17. Executive Leadership Team (ELT) Coordination18. Manage ELT and system council agendas, preparation of workflows, and follow‑up processes.
19. Reinforce meeting discipline, agenda clarity, and timely closure of action items.
20. Ensure that executive forums (ELT, Operations Council, Provider Management Council, Strategic Council) operate with consistency, rigor, and alignment.
21. Monitor and coordinate integration points across executive initiatives.
22. Enterprise Project & Initiative Leadership23. Lead or support high-priority organizational initiatives
24. Coordinate stakeholders, track progress and ensure timely and complete execution
25. Provide structure, follow through and cross department coordination
26. Executive Communications27. Draft and edit CEO communications, including internal messages, external correspondence, community briefings, and board updates.
28. Develop talking points, run‑of‑show documents, and briefing packets for engagements with community leaders, elected officials, health system partners, and other external stakeholders.
29. Support preparation of leadership updates and sensitive correspondence.
30. Administrative Leadership & Team Oversight31. Provide direct oversight to the Executive Assistant to the CEO and indirect leadership to the broader Executive Assistant team supporting the ELT and regional hospital presidents.
32. Manage team workflows, performance, development plans, and adherence to office standards.
33. Ensure executive administrative processes are efficient, consistent, and aligned.
34. Process Improvement & Operational Efficiency35. Identify and address operational gaps, workflow inefficiencies, and coordination issues across the executive office and leadership functions.
36. Implement processes, templates, and systems that improve consistency, readiness, and accountability.
37. Standardize meeting preparation, materials flow, follow-up, and communication pathways within the executive office.
38. External Partnerships & Relationship Management39. Serve as liaison for key organizational partnerships (UoR, BU, VA systems, Cornell, DASCO, community and corporate partners).
40. Manage follow‑up, materials, readiness, and organizational alignment for partnership activities.
41. Support development and coordination of joint initiatives and strategic collaborations.
42. Special Projects & Community- Facing Responsibilities43. Lead the Donald Guthrie Foundation Community Benefit Committee cycle, including: 44. Committee management
45. Submission reviews and scoring
46. Presentation preparation
47. Annual brunch planning
48. Quarterly board updates
Other Duties
Performs other duties as needed. Any other duties performed which are not listed as essential functions are considered non-essential functions.
The Director, Chief of Staff serves as the primary strategic and operational partner to the President & CEO, ensuring coordination, follow‑through, and alignment across the Executive Leadership Team (ELT), governance bodies, and key systemwide initiatives. This role manages the operational rhythm of the executive office, drives accountability toward organizational goals, oversees executive administrative functions, and supports effective governance and stakeholder engagement.
Experience
Requires a high degree of judgment, initiative, leadership, and demonstrated ability in addressing key organizational initiatives across multiple domains with a high level of communication, and interpersonal skills. A track record of meeting objectives in a dynamic and fluid environment, with experience leading projects in a highly matrixed organizational structure is preferred. Experience in governance-related matters as well as operational experience is also preferred.
Education
Bachelor’s degree in an appropriate discipline(or equivalent education, training, or experience). Master’s degree in business administration, public health or health care strongly preferred.
Essential Functions:
1. Strategic Execution and Leadership Alignment
2. Maintain the organization-wide update cadence for strategic goals, initiatives, KPIs and deliverables.
3. Coordinate with ELT members to ensure timely, complete, and accurate progress updates.
4. Track and surface risks, delays, and dependencies requiring CEO attention.
5. Facilitate alignment discussions to ensure teams remain synchronized on priorities.
6. Support translation of the strategic plan (owned by the Chief Strategy Officer) into operational action through coordinated follow‑through and accountability structures.
7. Executive Office Operations & CEO Support
8. Ensure the CEO is fully prepared for all meetings, engagements, and decision points.
9. Manage information flow to and from the CEO, prioritizing issues and ensuring clarity.
10. Provide insight, synthesis, and preparation materials for high‑impact discussions.
11. Anticipate needs, proactively resolve issues, and ensure the CEO’s time is strategically allocated.
12. Governance & Board Management13. Lead development of TGC Board of Directors agendas, annual planning cycles, and materials.
14. Manage Govenda posting schedules and ensure governance timelines are met.
15. Serve as liaison between the CEO and Board Chair, and between CEO and board committees.
16. Coordinate preparation of all executive and departmental materials for board and committee meetings.
17. Executive Leadership Team (ELT) Coordination18. Manage ELT and system council agendas, preparation of workflows, and follow‑up processes.
19. Reinforce meeting discipline, agenda clarity, and timely closure of action items.
20. Ensure that executive forums (ELT, Operations Council, Provider Management Council, Strategic Council) operate with consistency, rigor, and alignment.
21. Monitor and coordinate integration points across executive initiatives.
22. Enterprise Project & Initiative Leadership23. Lead or support high-priority organizational initiatives
24. Coordinate stakeholders, track progress and ensure timely and complete execution
25. Provide structure, follow through and cross department coordination
26. Executive Communications27. Draft and edit CEO communications, including internal messages, external correspondence, community briefings, and board updates.
28. Develop talking points, run‑of‑show documents, and briefing packets for engagements with community leaders, elected officials, health system partners, and other external stakeholders.
29. Support preparation of leadership updates and sensitive correspondence.
30. Administrative Leadership & Team Oversight31. Provide direct oversight to the Executive Assistant to the CEO and indirect leadership to the broader Executive Assistant team supporting the ELT and regional hospital presidents.
32. Manage team workflows, performance, development plans, and adherence to office standards.
33. Ensure executive administrative processes are efficient, consistent, and aligned.
34. Process Improvement & Operational Efficiency35. Identify and address operational gaps, workflow inefficiencies, and coordination issues across the executive office and leadership functions.
36. Implement processes, templates, and systems that improve consistency, readiness, and accountability.
37. Standardize meeting preparation, materials flow, follow-up, and communication pathways within the executive office.
38. External Partnerships & Relationship Management39. Serve as liaison for key organizational partnerships (UoR, BU, VA systems, Cornell, DASCO, community and corporate partners).
40. Manage follow‑up, materials, readiness, and organizational alignment for partnership activities.
41. Support development and coordination of joint initiatives and strategic collaborations.
42. Special Projects & Community- Facing Responsibilities43. Lead the Donald Guthrie Foundation Community Benefit Committee cycle, including: 44. Committee management
45. Submission reviews and scoring
46. Presentation preparation
47. Annual brunch planning
48. Quarterly board updates
Other Duties
Performs other duties as needed. Any other duties performed which are not listed as essential functions are considered non-essential functions.