From Many Hats to a Suit of Clothes:

Learning to Wear the Role of a Presidential Assistant

Tonjanita L. Johnson, Ph.D.

Chief Deputy to the President

The State University of New York at Stony Brook

Sunday, March 11, 2012

The Age-old Answer: “Well, where do I begin...”

The Age-old Question: What do you do?

Wearing Many Hats

“…I feel like I wear so many hats, figuratively speaking, that I never get to fully enjoy any one in particular, or get a sense of how it looks on me.”

Meghan Meade, Jan. 2011 (From her blog “Struggle Muffins”)

Wearing Many Hats Can Be A ‘Maddening’ Experience

The Purpose of this Presentation

Outline how you can develop a brief but meaningful explanation of what you do and what it means to effectively “wear” the role of PA

Suggest ways to identify and create expanded opportunities for leadership and how to better position yourself for future roles

Provide suggestions on how to dissect your position to extract critical skill sets and competencies which define your professional role

Executive Assistant to the President/Chief of Staff/Associate Vice President for University Relations—Mississippi Valley State University• Profile: Four-year historically black university (then 4,000

students), located in the heart of the Mississippi Delta

Associate Vice President for Marketing and Communication (Chief Communication Advisor to the President)—Middle Tennessee State University• Profile: Four-year Comprehensive Regional Institution (25,000

students), located in Murfreesboro, TN

Chief Deputy to the President—The State University of New York at Stony Brook• Profile: Four-year Research Intensive Institution with a medical

school (25,000 students), located on Long Island in Stony Brook, NY

My Profile: An Experienced “Hat Wearer”

“To put it in a Nutshell…”

My Current RoleAlong with serving as the President’s Chief of Staff, my primary role is to ensure the effective development and execution of presidential projects and initiatives while providing high-level support and guidance to the President on a broad range of other institutional matters.

The role of a presidential assistant is multifaceted but

highly specialized. As such, our professional ensemble often looks extremely different from others and is as unique as the institutions and the presidents that we serve.

“You’re doing something different everyday. How do you find your niche?”

Learning to Wear the Role of PA begins with Taking Ownership of the “Wardrobe”

Presidential Assistants can sometimes feel like Masters of the Mundane. Many of the roles that we own are essential but are often taken for granted.

“If I worked in the President’s Office, I would just give that to somebody else.”

Learning to Wear the Role of PA begins with Taking Ownership of the “Wardrobe”

Presidential assistants seem to have such a “magical” way of getting the job done that some individuals are fooled into thinking that it’s a job that most anyone can do.

“You make everything look so easy. I’m looking for a job just like yours.”

Learning to Wear the Role of PA begins with Taking Ownership of the “Wardrobe”

The ABC’s of Exploring and Expressing What You Do

Ask yourself how you and

others perceive your position

Break down your job

description and current list of

roles and responsibilities

Consider what you are giving and gaining in

your position as well as future

goals

Perceptions Regarding Your Position

Your role as a PA is often defined by:• The expectations and experiences of your President and others within the campus setting• How you perceive the value of your role in the overall success of your President and the advancement of the mission of your institution

Food for Thought

Perceptions Regarding Your Position are Impacted

by:

• Title/Salary/Academic Background

• Job description/Scope of responsibility (Ex: Broad vs. Narrow)

• The relationship that exists between you and your president

• How you approach your job

Food for Thought

Benefits of Breaking Down Your Job Description

Benefits of Breaking Down Your Job Description

It reminds you of your roles and

responsibilities and alerts you to areas

outside of that scope that you may

have developed over time.

It helps you to better outline

specific areas of expertise and areas where you should

have demonstrated skill sets and

abilities.

It helps you to identify hidden

or forgotten areas of

opportunity for expanding your

role.

It helps you to develop your story about who you are

and what you do.

(EXAMPLE: Chief Deputy to the President)

Using Your Job Description as a Guide• Assist the President with strategic planning, including outlining and communicating the

President's priorities   • Serve as a member of the University Council and work with Vice Presidents, Provost and Deans

to develop and implement strategic initiatives and projects for the University.  • Provide supervisory oversight for the President’s Office staff and four other divisions • Conduct research on special projects and implementation of programs initiated by the President.  • Develop and deploy relevant and effective project reporting and business metrics and monitor and

evaluate progress toward the goals and objectives of the President.  • Prepare policy and decision support analysis to inform and contextualize institutional decision

making.  • Act as designee in the absence of the President and manage high level relationships with

internal and external constituencies.

•   Independently carry out major responsibilities under the President's purview, such as monitoring and evaluating unit activities, serving as chair of key committees, and communicating with senior Campus or University management.

(EXAMPLE: Chief Deputy to the President)

Identified Competencies

Strategic planning Communication & Public Speaking Skills Leadership Ability

Supervisory Experience/Team Building Critical/Analytical Thinking Policy Development and

Analysis

Decision Making and Problem Solving Ability to Influence Others Interpersonal Skills

Example: Sample outline of Responsibilities

Outlining your ResponsibilitiesProfessional Activity:Standing Personnel Meetings

Involvement Units Affiliated Frequency Status

Director of Conferences and Commencement

One-on-one Conferences and Special Events

Monthly (Through 11/10) Discontinued (Retired)

Director of ODAA/EEO One-one-one ODAA/EEO Monthly OngoingInterim Director of Advancement

One-on-one Advancement Monthly Discontinued (Resigned)

Associate VP for Communications

One-on-one Communications Monthly (Through 02/11)

As Needed

Director of EAP One-on-one Employee Assistance Program

Monthly Ongoing

Ombuds Director One-on-one Ombuds office Monthly OngoingAssistant to the President/CD

One-on-one President’s Office Weekly Ongoing

Coordinator to the CD One-on-one President’s Office Weekly OngoingVP Coordinator One-on-one President’s Office Weekly OngoingExecutive Intern One-on-one President’s Office Weekly (Since 02/11) OngoingDirector of State Relations One-on-one Government Relations Monthly (Through 09/11) Discontinued (Resigned)Director of Federal Relations One-on-one Government Relations Monthly (Through 02/11) As NeededDirector of Communications One-on-one Community Relations Monthly Ongoing

Examples

Outlining your Responsibilities

Standing Committee/Group

Frequency Role

SBU Healthier U. Steering Committee

Monthly Presidential Liaison

Intercollegiate Athletics Board (IAB)

Monthly Presidential Liaison

Core Compliance Committee

Quarterly (or as needed) Chair

Alumni Association Board of Directors

Quarterly Ex Officio/President’s Liaison

Ad hoc Committee/Group

Frequency Role

Middle States Planning Committee

Biweekly Associate Co-Chair

Project 50 Forward Steering Committee

Monthly Member

University Metrics and Evaluation Committee

Monthly Member

Food for Thought

Our skills, talents, competencies and experiences are often so varied as Presidential Assistants that we forget or omit them. So, it’s important that we document our experiences well. Keeping track of these things makes us more aware of what we are giving and gaining professionally.

• Keep a “running” copy of your resume and bio nearby

• Provide regular reports and/or summaries of your professional activity to your President

• Maintain a running list of the core competencies that you are developing and examples that demonstrate your experience

Additional Suggestions

• Develop/Maintain a list of references who can speak to your diverse skills and talents

• Get involved in campus search processes when possible

Additional Suggestions

CONCLUSION

QUESTIONS