Description

Summary

Under the direction of the Chief Executive Officer, this position will serve as a strategic advisor by providing organizational, operational, and strategic support. This includes coordinating and organizing projects for the CEO’s office, assisting the CEO with everyday action items and prioritizing tasks, identifying and providing workable solutions to issues that may arise, and coordinating the execution of system-wide efforts. This position is also responsible for serving as a communications liaison by leading initiatives focused on communication channels to cultivate a culture of open and transparent communication.

Level of Work

Senior level management, with accountability for the direction of multiple functional areas. Employee knows and understands work requirements and completes tasks without direction. Employee has independent decision-making opportunities in more diverse and complex situations. Requires judgment and interpretation of general instructions. Minimal level of supervision is provided, generally for problem resolution.

Primary Responsibilities

1. Leads communications initiatives to foster a culture of open and transparent communications, collaboration, and knowledge sharing. Develops and implements a comprehensive internal communications strategy to establish and reinforce communication norms. Collaborates between divisions to gather information and updates for organization wide communications.
2. Collaboratively designs and formalizes organizational communication norms to ensure clarity in messaging. Designs and implements initiatives to promote and reinforce effective communications. Fosters a culture of feedback and continuous improvement in communications processes. Provides guidance and training on communication norms to all staff members with particular attention to the intersection of daily work with PLYMC’s mission, vision and values. Develops and maintains organizational charts, process documentation, and other tools to enhance clarity and transparency. Serves as the central point of contact for inquiries related to organizational structure and processes.
3. Manages PLYMC’s Intranet and creates internal newsletters, announcements, and other materials that instruct on and adhere to established communication norms.
4. Manages special projects for the CEO’s office. This includes project coordination, assessment, and facilitation. Develops proposals, project plans, and budgets for special projects and manages the communications around these efforts. Ensures projects are executed efficiently, deadlines are met, and key stakeholders remain informed throughout the process. Ensures all projects align with PLYMC’s goals and contributes to the improvement of services.
5. Supports and assists CEO in oversight of daily operations and serves as back-up or representative when needed. Assists with everyday action items as needed, including exercising decision-making authority and identifying issues and providing workable solutions. Communicates pertinent details to the CEO. Keeps momentum on time sensitive projects and enables CEO to stay abreast of critical decisions or deadlines. Identifies emerging challenges and opportunities facing PLYMC and works with relevant stakeholders to develop strategies to respond. Assists in managing workflow of CEO’s direct reports. Represents the CEO’s office at various special projects, committees, or other or . Develops communications and briefings for reviews of projects, efforts, and initiatives to better inform PLYMC’s perspective.
6. Collects and analyzes data related to library operations and identifies areas for improvement. Prepares reports and presentations to communicate key performance indications and operational metrics. Suggests strategic initiatives to improve workflow, teamwork, budget management, etc. Collaborates with relevant stakeholders to gather feedback and insights for continuous improvement.
7. Performs all other duties as assigned.

Qualifications

Requirements

1. Bachelor’s degree in communications, Public or Business Administration, or a related field required. Degree or certificate in Library Science or Information Science a plus.
2. Minimum of five years public or business administration and communications experience. Proven experience in internal communications, organizational development, libraries, or a related role is highly desired.
3. Requires at least three years of prior experience in a business or executive management position, specifically overseeing multiple departments with an emphasis on communication, problem-solving, and leadership skills. Demonstrated ability to work effectively with senior teams and make positive contributions that further team production goals and team cohesion.
4. Thorough knowledge of trends and issues related to service priorities in public organizations and measuring outcomes using quantitative and qualitative data, and an outcome-based methodology.
5. Demonstrated project management experience including conceptualizing, planning, leading and implementing multiple small- and large-scale projects at the same time using best practices in applying the principles of project management while maintaining attention to detail; including tracking budgets, accomplishing work through others and managing deadlines and expectations.
6. Ability to articulate a vision and strategic direction to a wide variety of audiences; strategic thinking, collaboration and inclusive leadership skills; flexibility and adaptability; and a willingness to embrace and drive change initiatives.
7. Must be highly organized and possess critical thinking skills. This includes the ability to plan, organize and prioritize work, and to work under pressure and with interruptions. Demonstrated ability to work independently, professionally, and effectively with minimum supervision and exercise independent judgment and decision-making when appropriate.
8. Demonstrated ability to solicit ideas and thoughts from various sectors and/or individuals and to conceptualize these thoughts into actions that may include operational and communication practices and plans.
9. Excellent communication skills, both verbal and written with above average knowledge of English grammar and punctuation. Ability to communicate clearly, diplomatically, and in a friendly and positive manner with staff, Library patrons, and other relevant stakeholders, Demonstrates a commitment to transparency and the ability to retain composure under pressure. Demonstrated ability to solicit ideas and thoughts from various sectors and/or individuals and to conceptualize these thoughts into actions that may include operational and communication practices and plans.
10. Strong technology skills including standard Microsoft suite. Familiarity with library systems and technologies is a plus.
11. Nature of work requires an ability to effectively communicate and exchange information, collect, compile and prepare work documents and operate standard business office equipment as well as intense concentration of both a technical and interpersonal nature, subject to constant interruptions and distractions.
12. Strong computer, analytical thinking, and interpersonal skills are required.
13. Travel to other library branches and off-site location required frequently.
14. Some work is performed in a general office / library environment primarily sitting at a desk. Availability for extended or non-traditional hours as needed to perform job duties.
15. Participation and attendance at promotional events and off-site meetings required.
16. Able to reach, bend, climb, squat, lift up to 25lbs and stand for long periods of time.