Duke University Job Descriptions

CHIEF OF STAFF, OFFICE OF THE EVP

Job Title: CHIEF OF STAFF, OFFICE OF THE EVP
Job Code: 2900
FLSA: E
Job Level: 98
Revised Date: 07/01/2024
Job Family: JF 28

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Occupational Summary

The Chief of Staff (CoS) will serve as an advisor to the Executive Vice President (EVP), working closely with him across the range of his responsibilities and in support of the advancement of institutional priorities, initiatives and activities that will enhance and/or transform the effectiveness and efficiency of teaching, research, service and healthcare at Duke University.

The CoS will work collaboratively with the EVP's senior leadership team to translate broad direction into concrete goals and action items, tracking progress and ensuring completion. This position requires balancing competing priorities and effectively moving complex projects toward defined outcomes. The CoS will serve as a critical liaison to, and represent the EVP on communications and with internal and external constituencies. On behalf of the EVP, the CoS will provide overall project management for key strategic projects.

The CoS will oversee the operations of the EVP's office, optimizing administrative workflows and creating seamless integration across workstreams. The CoS ensures effective communication, coordination and integration of various initiatives and programs, interfacing with the offices of other senior leadership as well as University departments and divisions, where appropriate.

Work Performed

- Serves as the key liaison to and builds and stays in close working relationship and coordination with a wide range of offices and staff, internal or external to the University. Tracks and assesses progress toward goals/priorities and takes appropriate action to influence outcomes and ensure steady operational progress.

- Serves as the information conduit to the EVP, providing critical information, status and developments on matters of significance in a timely and expeditious manner.

- Develops processes and timelines for managing the EVP's calendar and engagements. Makes recommendations for time and schedule efficiencies as needed. Responds to questions, concerns and issues by initiating appropriate follow-up, referral or remedial action.

- Creates appropriate workflows to achieve strategic objectives and monitor ongoing projects to ensure that activities and tasks are meeting targets as planned.

- Elevates challenges and areas of concerns for the EVP, ensuring that various perspectives on issues are presented accurately and objectively. Identifies and develops responses and alternatives for the EVP's consideration and decision based on a thorough analysis of relevant facts, conditions and circumstances. Ensures appropriate action and communicates results throughout the organization, as appropriate, in a timely manner.

- Ensures that the agenda and priorities of the EVP's office are understood, supported and advanced, providing clarification, direction or the necessary coordination, and/or carrying out key or vital initiatives on behalf of the EVP.

- Ensures matters requiring the EVP's attention are developed, researched and evaluated thoroughly before they are presented. Reviews correspondence, communications, reports and presentations submitted to the EVP. Obtains additional information and/or recommends appropriate changes to facilitate future discussions.

- Participates in senior level discussions and decision-making, presenting relevant information and research findings, taking notes on deliberations, decisions, and action plans as well as drafting policies, reports, correspondence and other materials, including those presented to the University's Board of Trustees.

- Manages high-priority projects in conjunction with other team or committee members, including developing plans, defining and communicating alternatives and making recommendations regarding appropriate courses of action based on thorough understanding of desired outcomes, expectations and timelines.

- Supervises staff and guides optimization to ensure high- performance office operations in the EVP's Office.

- Directs, develops, and/or coordinates the preparation of special reports, briefings and/or presentations for the EVP.

- Performs special studies, research and analysis as assigned by the EVP.

- Performs other duties as assigned.

Required Qualifications at this Level

Education/Training

Bachelor's degree required; graduate degree in education, business administration, public sector administration, public policy, or other related field preferred. A working knowledge of university administration or other decentralized, mission-driven organizations is essential.

Experience

Minimum of 7 years of management experience required, preferably in a highly complex organization such as a selective research university.

Skills

This position also requires an understanding and appreciation of the mission of a large institution such as a research/medical university; exercising keen, independent judgment to help manage the balance and nuances of multiple priorities in a fast-paced environment; highly developed interpersonal skills and demonstrated ability to work effectively across the organization at all levels and build credibility with senior leaders; ability to exercise influence without explicit authority; excellent judgment, critical thinking skills and the ability to manage complex and/or confidential issues involving diverse constituents and stakeholders; exceptional collaborative, organizational, and communication skills, and fluency in office operations.

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The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

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

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

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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.