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Chief of Staff

Job Details

PATHWAY TO THE FUTURE LEARNING - Indianapolis, IN
Full Time
Graduate Degree
Negligible
Nonprofit - Social Services

Description

The Chief of Staff ensures initiatives set by leadership are executed. This role provides strong executive leadership with operational support to our organization, ensuring alignment with our culture and our longstanding history of community impact. This role is crucial in supporting and elevating the CEO, driving organizational efficiency, and enhancing program effectiveness. The ideal candidate will have a proven track record in managing and leading teams, program management, case management, and grant management.  The Chief of Staff leads the senior level staff including the Director of Programs, Operations and Field Coordinator and Volunteers.  

 

REPORTS TO: Chief Executive Officer

 

DUTIES AND RESPONSIBILITIES

Support to the CEO:

  • Act as a strategic team member to the CEO, providing insights and recommendations on operational matters.
  • Assist in the development and implementation of the organization's strategic plan.
  • Represent the organization in the absence of the CEO when necessary.

Operational Leadership:

  • Assists CEO in execution of vision and mission of organization.
  • Oversee daily operations to ensure efficiency and effectiveness in achieving the organization's goals.
  • Develop and implement operational policies and procedures in line with the organization's mission and strategic objectives.
  • Processes payroll, reviews billing, and manages petty cash.
  • Submits data analysis and reporting to the CEO as required.
  • Coordinates company retreats, supports planning of meetings, and accountable for and plans employee/company celebrations.
  • Supports office administration including purchase of supplies and running errands for the organization as needed.
  • Acts as Building Manager; accountable for opening and closing of the building

Managing and Leading Team:

  • Lead, mentor, and manage operational staff, fostering professional growth and team harmony.
  • Foster a positive and inclusive workplace culture that reflects the organization's values and community-centric approach.
  • Conduct performance evaluations and provide ongoing feedback to staff in partnership with the CEO.
  • Operates as back-up leadership to Operations and Fleet Coordinator. 

Program Management:

  • Oversee the planning, implementation, and evaluation of programs and services.
  • Ensure programs are delivered in a consistent, high-quality manner and meet the needs of the community.
  • Identify opportunities for program improvements and innovations.
  • Development of program surveys and analytical processes.
  • Owns the intra-office and community calendar of events once approved by CEO and board in coordination with the Director of Programs.
  • Accountable for and supports Director of Programs in leading the Events Committee.
  • Manages and coordinates the volunteer program and Youth Council recruitment.

Case Management:

  • Conducts case management for up to 25 cases/year.
  • Ensure the provision of high-quality case management services to clients.
  • Develop and maintain case management protocols and procedures.
  • Monitor case management performance and outcomes to ensure client needs are met effectively.

Grant Reporting and Grant Management:

  • Assists with grant writing, procurement, reporting and compliance.
  • Accountable for data collection, analysis, and reporting.
  • Oversee the grant application process, ensuring timely and accurate submissions.
  • Identify new funding opportunities and maintain relationships with current and potential funders.

Community Engagement:

  • Identifies, develops, and maintains partnerships and collaborations with stakeholders.
  • Represent the organization at community events, meetings, and other forums.

Performs other duties as required to support the overall mission and operational needs of the organization.

BENEFITS:

  • 4 Wellness Days (2 company inhouse events, 2 employee scheduled days off)
  • Bereavement Pay for immediate family
  • Paid Time Off
  • Holiday Pay
  • Final week of December paid off
  • Paid Birthday Off
  • Telemedicine and Mental Health Benefit

Qualifications

REQUIREMENTS:

  • Must have a Minimum of a Masters degree in Business or Human Service/Social and Four to Six (4-6) Years of Experience related to the specified Duties and Responsibilities
  • Experience in leading business operations including finance, budgeting, and billing is preferred
  • Strong experience managing and leading a diverse team
  • Proven experience in case management, grant writing, and program management
  • Alignment with organizational culture and vision of the CEO
  • Must be able to pass a Criminal Background Check
  • Must have a Reliable Vehicle with Current Vehicle Insurance and Valid Driver’s License
  • Full-Time: Must be able to work 40 Hours per Week
  • Must work some Weekends and Evenings (flex to accommodate program schedule)
  • Hourly Pay Rate: Negotiable Based on Education & Experience
  • Knowledge of Indianapolis and Preferred Knowledge of Far Eastside / Eastside

PHYSICAL REQUIREMENTS:

  • Ability to work in an office setting for extended periods, including sitting, typing, and using office equipment.
  • Ability to lift and carry up to 50 lbs for event setup and teardown (e.g., tables, chairs, tents, signage, supplies).
  • Frequent standing, walking, bending, kneeling, and reaching while performing field duties.
  • Ability to work outdoors in varying weather conditions, including heat, cold, and rain, as needed for fieldwork and events.
  • Comfortable driving to various locations for meetings, outreach, or event coordination.
  • Ability to set up and break down event spaces, including assembling and disassembling equipment.
  • Occasional long periods of standing and moving during events or field activities.
  • Ability to adapt to physically demanding situations and lift, push, or pull objects as required.

ESSENTIAL SKILLS & ABILITIES:

  • Effective leadership and management skills
  • Excellent computer skills & thorough knowledge of Microsoft Office Programs, including Word & Excel
  • High degree of organizational skills, detail orientation, and prioritization
  • Strong effective communication skills, including internal and external relations
  • Must be able to meet critical deadlines in an efficient and professional manner
  • Excellent time management and personal assertiveness
  • Must be able to collect data and submit reports
  • Must be dependable, confidential, and honest
  • Ability to work positively within a team, following directives without the inclination to control or overhaul interactions
  • Capability to respect others while also maintaining personal boundaries
  • Understand the importance of mutual respect in creating a harmonious work environment
  • Prioritize delivering quality work as proof of job competence along with accountability for decisions and actions
  • Ability to work with a diverse demographic population
  • Ability to multi-task in a fast-paced environment
  • Must display a positive attitude and friendly, service-oriented personality.
  • Must be able to handle conflict resolution
  • Must have ability to work closely with and report to the CEO
  • Must be a team player
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