Deputy Director of External Affairs

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Office of External Affairs serves as a liaison facilitating communication and partnerships that support and enhance election-related projects and events as well as other special projects, as needed. MDO External Affairs focuses on collaboration across departments to facilitate effective communication regarding internal decision-making, strategic planning, and early issue detection. Working closely with senior staff, the office advances strategic priorities, identifies project needs, and manages deadlines. It coordinates the dissemination of accurate and timely information to various internal and external stakeholders. This office works in close collaboration with the Office of the City Commissioners.

The Managing Director’s Office (MDO) is a cabinet-level office with oversight of the City’s operating departments. The MDO works with these departments to: 1) Create and successfully enact new policies, 2) Deliver efficient, effective, and responsive public services, and 3) Implement the mayor’s vision. The office also provides strategic oversight and support for the Philadelphia Police Department, Philadelphia Fire Department, Department of Prisons, Department of Licenses and Inspections, Office of Emergency Management, Opioid Response Unit, and Police Advisory Commission. Ultimately, the goal is to contribute to making Philadelphia the safest, cleanest, and greenest big city, with economic opportunity for all.

Job Description

Position Summary:

The Deputy Director of External Affairs will provide be responsible for communications and recruitment, and scheduling of surge staffing. This role will also support interdepartmental and external affairs on behalf of the Managing Director’s Office, with a focus on Election operations and administration. This role will report to and provide administrative support to the Director of External Affairs, which operations under the Managing Director’s Community Services Division. 

Working hours are generally 37.5 hours per week, with additional hours during peak election time. This position is currently hybrid with both virtual and in-office days, however the position can opt to come in the office each day if desired. The position will transition to full-time in office with ample notice and reasonable accommodation.

This position is exempt from City Civil Service requirements.

Essential Functions:

• Provide administrative assistance to the Director of External Affairs.
• Maintain working knowledge of the election portfolio.
• Documenting and maintaining City election staffing roles and needs, procedures, evaluations, and meeting notes.
• Manage surge staffing operation of more than 200 employees: recruit, assign staff in coordination with City Commissioners. Communicate and support with time tracking and follow-up.
• Facilitate training and information sessions, update training documents, including supporting materials.
• Create, track, and report Surge Staffing data and feedback to capture opportunities for improvement via questionnaires and conversations.
• Support the Director of External Affairs in building and maintaining meaningful relationships with City departments to support project goals.
• Extended hours will be required around peak election time.
• Other duties, as assigned

Competencies, Knowledge, Skills and Abilities:

• Commitment to City of Philadelphia’s DEI Principles– personal commitment to equity and inclusion.
• Effective Communication – oral and written communications skills for various audiences; strong interpersonal skills; track record of building effective relationships; comfort with occasional public speaking (e.g., info sessions,) specifically in front of small and medium-sized groups
• Adaptivity – able to manage change in challenging and complex projects, be resourceful with the flexibility both to work independently and as part of a team; able to work under limited supervision
• Attention to Detail and Organization – strong organization skills; careful about details; thorough in completing tasks; able to meet deadlines; persistent in pursuit of goals; able to prioritize work and handle multiple priorities simultaneously
• Critical Thinking – able to use sound and accurate judgement and think creatively to resolve complex problems; able to multi-task under tight deadlines
• Flexibility – able to operate in an “all-hands-on-deck” environment; eager to contribute to the success of Rebuild, even when tasks may fall outside of core responsibilities
• Collaborative – able to establish and maintain effective working relationships with internal and external stakeholders (other departments, partners and sponsors, the public, civic and business officials); willingness to take direction and follow instructions
• Digital Proficiency – able to use online applications and software, particular emphasis on Excel
• Availability – able and willing to travel locally for meetings, trainings, and other events as needed; able and willing to work occasional evenings and weekends, especially around peak election time.

Qualifications

• Bachelor’s degree in Communications or a related field
• A minimum of 1-2 years of relevant experience in Government, Communications, or Community Engagement preferred
• Ability to work in a fast-paced environment and meet tight deadlines
• Excellent self-direction and the ability to take ownership and drive responsibilities through to completion, highly organized
• Experience working with diverse populations, preferably in Philadelphia neighborhoods
• Ability to establish and foster relationships with cross-sector partners and to work as part of a collaborative team
• Competent with Microsoft Office programs, and internet applications
• Valid PA driver’s license and ability to travel locally to all election sites
• Ability to work on nights and weekends, as agreed upon with supervisor

Additional Information

TO APPLY: Interested candidates must submit a cover letter, resume, and references.

Salary Range: $70,000 - $80,000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 6 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that  are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected].

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx