Chief of Staff - School of Medicine

Location
Durham, NC
Posted
Apr 25, 2017
Institution Type
Four-Year Institution

Chief of Staff - School of Medicine
VICE CHANCELLOR OF ACADEMIC AFFAIRS & DE


Serve as a key member of the Duke School of Medicine Dean's Office staff responsible for the central coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office.

Duties and Responsibilities of this Level
Reporting directly to the Dean School of Medicine, the Chief of Staff (COS) is the key member of the executive office responsible for central coordination of all activities of the executive office, including but not limited to:

  • Facilitate the ability of the Dean to manage executive functions by advising Dean, providing context that helps set executive priorities and initiatives, anticipate the needs of the Dean and address any issues on Dean's behalf as needed.
  • Ensure information flow to and from the Dean's office, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.)
  • Liaison with Duke Leadership: University, SOM, DUHS and PDC
  • Conduct research, prepare speeches, presentation and talking points for the Dean on an array of topics and for a breadth of constituents
  • Facilitate communication and work closely with the leadership (chairs, directors and leaders in DUHS, PDC and University) and executive management team of the School of Medicine (SOM)
  • Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed
  • Plan for the Dean's presentations at regular leadership venues: Duke University Board including Business and Finance Committee and the Medical Center Academic Affairs Committee, DUHS Board, etc.
  • Create the agenda in consultation with the Dean and Vice Deans for the Medical Center Executive Committee (MCEC) and regular chair and director meetings
  • Act as the Dean's representative and ambassador to external constituents as directed
  • Oversee the daily operations of the Dean's office
  • Assist in relationship building across the campus schools, centers, institutes and appropriate boards
  • Working with the appropriate vice dean, ensure a regular review process for all departments and centers/institutes
  • Lead various projects and committees as indicated by the Dean
  • Advise the Dean on managing communication and relationship strategies and associated time priorities for a wide range of issues involving students, faculty, staff, leadership, donors, political leaders, and sponsors.
  • Work with the Dean and the Vice Dean for Faculty to manage a regular 360 evaluation of chairs, directors and vice deans, including on-going management
  • In collaboration with the Office Manager, ensure planning for key meetings to include:
    • Track, monitor and follow the progress of projects, action items, strategies that emanate from the Dean's cabinet, executive committee, etc.
    • Develop memos, communiques, and correspondence.
    • Prepare agendas, identify meeting participants,
    • Collect, prepare, and distribute appropriate briefing materials
    • Ensure that appropriate follow-up actions are taken
    • Initiate subsequent follow-up meetings and communication for key stakeholders as directed
    • Work with the administrative support staff to the Dean to ensure accuracy, coordination, and prioritization of the calendar
    • Review correspondence and draft responses for the Dean as appropriate, or forward to the appropriate person for response and/or reply
    • Perform other duties as assigned



Requisition Number
401253943

Location
Durham

Duke Entity
MEDICAL CENTER

Job Code
2559 SPECIAL ASSISTANT

Job Family Level
16

Exempt/Non-Exempt
Exempt

Full Time / Part Time
FULL TIME

Regular / Temporary
Regular

Shift
First/Day

Minimum Qualifications

Education:
Work requires a Bachelors Degree. Master's in Public Health, Business Administration, or Health Administration preferred. A working knowledge of health care and academic medicine is essential.
.
Experience
Work requires eight years related office, business, administrative or related experience. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Preferences:

Minimum of 8 years of management experience required, preferably in a highly complex, matrixed organization such as an academic medical center, medical school teaching hospital or research university.

  • Exceptional interpersonal skills and strong managerial ability. Ability to interact and influence at the most senior levels of an organization and to work collaboratively across functions, levels and departments toward shared objectives.
  • Able to successfully navigate within varying degrees of ambiguity in a fast-paced environment.
  • Action-oriented, results-driven; project management skills.
  • Excellent writing and communication skills.
  • Ability to research a diverse array of health related topics and distill the key messages in preparation for presentations.
  • Organizational and political agility; ability to work cooperatively and strategically in a team environment with all levels of professional, technical and administrative staff and to integrate resources on a timely and organized basis.
  • Strong personal code of ethics, integrity, diversity and trust; sound management skills, ability to think strategically while balancing several complex agendas.
  • Established skills in planning and managing multiple, diverse and competing priorities.


Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.


Auto req ID

89263BR

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

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