Princeton University Hiring for Chief of Staff at Princeton Plasma Physics Laboratory Full Time

The Chief of Staff (COS) uses strong leadership and problem-solving skills to improve efficiency and effectiveness of the Laboratory Director and the Director’s Office, making time, information, and decision-making more effective. The COS, who is an advisor to the Laboratory Director and the Executive Management Team within the Director’s Office, administratively reports to the Laboratory’s Chief Operating Officer and Deputy Director for Operations.

The COS serves as a strategist, integrator, and facilitator to carry the Laboratory’s agenda forward by assuring the delivery of strategic and tactical lab-wide priorities and commitments, either directly or indirectly, and handles complex situations and multiple responsibilities with competing deadlines, mixing long-term projects with the urgency of immediate demands.

The COS will distill and organize complex or competing information coming into the Director’s Office, using in-depth knowledge of the Laboratory, its operations, and respective business lines. Employing knowledge of lab strategy, planning, policies, operations, staff, and cultural norms, this role will make recommendations to the Laboratory Director and the Director’s Office for both leadership and lab responses and action planning.

The COS will support streamlined access to the Laboratory Director and the Director’s Office for both leadership and lab staff by organizing and prioritizing critical and timely issues. The COS conducts research on emerging issues, understands important (internal and external) factors to consider, and reports/advises on proposed solutions.

Are you interested in joining the worlds brightest talent in solving some of the world’s grandest scientific challenges of the 21st century? Princeton Plasma Physics Laboratory (PPPL) is doing just that! Whether it be through science, engineering, technology or professional services, every team member has an opportunity to make their mark on our world. PPPL aims to attract and support people with a rich variety of backgrounds, interests, experiences, and cultural viewpoints. We are committed to equity, diversity, inclusion, and accessibility, and believe that each member of our team contributes to our scientific mission in their own unique way. Come join us!

Responsibilities

This position is designed to ensure the continuity and quality of timely communications, coordinate planning and preparedness for executive meetings, events, and decision-making, manages critical taskings to timeline completion, and perform a variety of other functions to maximize the time and effectiveness of the Laboratory Director, working closely with the Director’s Office Executive Administrative Assistant(s). The position will also perform special or confidential managerial duties related to the efficient conduct of the Laboratory.

Core Duties: 

The COS will facilitate, cultivate, and sustain key relationships on behalf of the Director’s Office and represent the Laboratory Director on a wide variety of substantive issues. This position is accountable to the Laboratory Director for effective and efficient execution of assigned duties for quality and timely resolution of issues and coordination of Director’s Office projects/activities. The following is a breakdown of work duties as assigned:

• Assists Laboratory Director, as directed, to ensure that strategic priorities of the Director are reflected in the calendar and activities of the Director’s Office. Facilitates clear and prompt communications among the Laboratory’s Executive Leadership Team, staff and stakeholders- 20%. 
• Reviews, analyzes, and evaluates significant incoming mail, reports and other material representing issues which are of importance to the Laboratory Director and manages office budgets, closely coordinating with the Deputies/ALDs, and the respective Planning & Control Officer- 15%. 
• Working with the Communications team, coordinates communication materials for the Director’s Office, including presentations, brochures, announcements, etc.; supports development of content for all-staff meetings/messages, remarks, or speeches, and reviews the final product before consideration by the Laboratory Director- 15%. 
• Ensures reports, correspondence, and decision packages prepared for the Laboratory Director by subordinate organizations are of high quality and ready to be acted on- 10%. 
• Maintains an appropriate level of contact and networks with the Princeton Site Office within the U.S. Department of Energy, other DOE Laboratories and contractors, and other key organizations to assist the Laboratory Director in his/her activities- 10%. 
• Serves as a confidential assistant to the Laboratory Director in setting priorities, developing alternative strategies, taking actions in support of the Director’s objectives, and acting as a conduit and facilitator for the effective flow of information between the Director’s Office and stakeholders- 10%. 
• Assists the Laboratory Director through the proactive preparation of issue papers, collection and analysis of information, planning for meeting agendas and decision-making, attendance at selected meetings and/or social events, and other assigned projects. Plans and coordinates meetings, conferences, international travel/visits, informational meetings, proceedings, etc. on behalf of the Director’s Office. Coordinates with the Director’s Office Executive Administrative Assistant(s) to support scheduling, logistics, and meeting agendas, as required- 10%. 
• Acts as a responder for questions about policy, possible approaches to resolve issues, how to frame issues for the Director’s attention, and style and tone of communications prepared for the Director’s signature- 10%. 

Qualifications

Education and Experience: 

• Bachelor’s degree(s) and a minimum of five years’ experience with a record of increasing responsibilities and demonstrated superior job performance.
• Advanced degree in a scientific or engineering discipline with substantial, relevant experience or equivalent level of education and related experience preferred.
• A professional background including experience planning and managing strategic and operational projects is highly desired.
• The incumbent must possess exceptional judgment and discretion, outstanding personal and relationship acumen, and demonstrate political sensitivity to act as an effective confidential assistant and facilitator in a fast-paced environment.
• The incumbent must possess well-developed project management skills, be organized and disciplined, demonstrate initiative and attention to detail, and be persistent in following up to ensure the right results.

Knowledge, Skills and Abilities: 

• Excellent verbal, analytical, organizational, and written skills are required, with the ability to anticipate and represent senior management’s point of view on a wide variety of substantive issues without benefit of prior consultation.
• Highly collaborative orientation, with outstanding diplomacy and tact, as well as analytical and organizational skills.
• Successful track record of achieving results through persuasion and influence.
• Entrepreneurial approach to problem solving and an innovative approach to develop solutions for highly complex issues having significant impact.
• Comprehensive critical thinking skills, using logic and reasoning to identify strengths and weaknesses and the ability to seek alternative solutions, conclusions, and approaches to problems.
• Ability to build strong and sustainable relationships and the capability to work strategically and collaboratively.
• Successful track record of managing multiple, complex projects simultaneously.
• Ability to manage confidential matters, and exercise professional discretion, sound judgment, while upholding the highest professional ethics.
• Expert leadership and management skills to champion innovative directions and influence the development of institutional goals and objectives.
• Know and comply with environmental, safety, health, radiation and containment, and quality assurance regulations, policies, and procedures for this position. Ensure the safety of oneself and the safety of coworkers. Reports unsafe work conditions to the immediate manager. Ensure that the five core functions of the Integrated Safety Management System (ISMS) are understood and applied when performing job duties. Ensure that Laboratory excellence is achieved through appropriate implementation of conduct of operations. Participate in safety related processes and programs, as defined by the Laboratory.

Certificates and Licenses: 

• Familiarity with professional office software including Google Suite, Microsoft Office, task/project management planning tools.
• Project Management Professional or Program Management Professional designation a plus.

Physical Requirements: 

• Ability to work at a desk for extended periods including computer use, note taking. 
• Some physical mobility required for movement around the PPPL primary work site.
• Clear, reliable verbal and written communication capabilities.

Working Conditions: 

• On-Site Work Arrangement.
• Duty station: Princeton, New Jersey.
• Work arrangement: Full-Time (40+ Hours).
• Occasional business travel may be required (up to 6-8 domestic trips per year).

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from participation in certain foreign government talent recruitment programs. All PPPL employees are required to disclose any participation in a foreign government talent recruitment program and may be required to withdraw from such programs to remain employed under the DOE Contract.

Standard Weekly Hours40.00Eligible for OvertimeNoBenefits EligibleYesProbationary Period180 daysEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo #LI-CL1