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CHIEF OF STAFF, PROVOST
Job Title: CHIEF OF STAFF, PROVOST
Job Code: 2902
FLSA: E
Job Level: 98
Revised Date: 11/01/2021
Job Family: JF 28
Occupational Summary
The Chief of Staff to the Provost advises, supports, assists, coordinates, and collaborates on initiatives for the Provost. The position manages short and long term critical priorities, initiatives and activities, and represents the interests and priorities of the Office of the Provost through effective communication, coordination and integration of objectives. This position requires balancing and influencing multiple competing priorities and individuals. The Chief of Staff is responsible for the central coordination of all functions and activities of the office, working with the Vice Provosts and Associate Provost. He/she will provide leadership and direction for change management initiatives, project management, and program development on behalf of the Provost. In collaboration with the executive team, provide strategic and timely advice and guidance to the Provost to ensure success in the overall management of the Provost's office. The Chief of Staff may represent the Provost in selected internal and external interactions with staff, committees, government representatives and community leaders. He/she may manage and advise the Provost and her or his staff on day-to-day operations, ensuring efficiency and effectiveness and optimizing the use of available resources. Additionally, the Chief of Staff has oversight for ongoing projects supporting the Provost's agenda to ensure that all are effectively moving according to plan objectives and established milestones and measurement criteria.
Work Performed
Facilitate the ability of the Provost to manage executive functions by advising the Provost regarding key constituencies, providing context and background information on issues, and coordinating research, projects, meetings and initiatives, as assigned; work with the Provost to establish his/her strategic priorities for a 12-month period and arrange reporting of priority projects on a regular basis.
Work closely with Provost's executive support staff to strategically plan the Provost's attendance to internal and external events and ensure preparation of relevant documents and briefing material, including speeches; to develop processes and timelines for managing flow and content of information to and from the office; and to develop a process for effectively managing the Provost's time and keeping him/her on schedule.
Establish excellent working relationships with key stakeholders, including Vice Provosts, Deans' offices, the President's office, and other key university administrative offices. Develop a good understanding of current issues and provide related timely advice to the Provost.
Represent the Provost at meetings when the Provost's attendance is not required; attend selected meetings with the Provost and ensure that action items arising from these meetings are executed in a timely fashion.
Help bring issues to the surface and ensure that they are considered, appropriate action is taken, and the results communicated throughout the organization as appropriate and in a timely manner.
Draft correspondence for communications with key constituents; interface with specialists, as appropriate.
Develop understanding of the formal structure of the organization and interface appropriately.
Required Qualifications at this Level
Education/Training
Bachelor's degree required; graduate degree in business administration, public sector administration, public policy, or other related field preferred. A working knowledge of university administration is essential.
Experience
Minimum of 7 years of management experience required, preferably in a highly complex, matrixed organization such as a research university.
Skills
Solid organization, management, administrative, problem solving and human relation skills; must also possess a style which exhibits maturity, leadership, sensitivity and teamwork.
Communicates and leads in a manner that fosters understanding, employee engagement and commitment to results.
Ability to build and lead a team that values organizational success over personal success; provide ongoing coaching and feedback to ensure peak team and individual performance; identify and invest in high-potential talent and actively manage under-performers.
Ability to work within deadlines and as a team-player with the leaders of the organization.
Rely on extensive experience and judgment to plan and accomplish goals. A wide degree of creativity and latitude is expected.
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.
Duke University is an 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, (including pregnancy and pregnancy related conditions), sexual orientation, or military 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.
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.
