Chief of Staff

Profile

Office of the Dean
Chief of Staff
Western Michigan University Homer Stryker M.D. School of Medicine
Overview:
Reporting directly to the Dean of the Medical School and as a part of the Dean's Senior Leadership team, works in collaboration with other members of senior leadership to monitor, implement, and evaluate complex initiatives and advise the Dean on internal and external matters important to the organization. Provides administrative guidance to medical school leadership relating to high level executive matters. Drives communication, collaboration, and alignment across the institution. Serves as the liaison and administrative support to the Board of Directors, responsible for effective governance process. Ensures efficient management of the day-to-day affairs of the medical school Dean as well as the Office of the Dean personnel. Acts as a liaison for the Dean, the Office of the Dean, senior leadership team, and other constituents. Oversees key institutional processes, strategic initiatives, and special projects to ensure effective execution. Ensures administrative processes and practices are efficient and operate in compliance with medical school guidelines and policies. Hires, supervises, and assigns responsibilities for the executive administrative staff in the Office of the Dean. Handles details of a highly confidential and critical nature. Must function efficiently and effectively in a fast-paced professional environment. Must have skills and knowledge of organizational functions, policies, and practices.
Responsibilities:
Serves as a personal advisor to the Dean; supervisors the management of the Dean’s calendar and ensures the Dean is properly prepared for meetings and events.
Plans, coordinates, and keeps contents of the Dean’s meetings focused.
Supports the Dean in leading an effective senior leadership team and coordinates the team’s agenda.
Partners with the senior leadership team to ensure operations, policies, and procedures are consistent with established standards.
Provides analysis on complex administrative issues affecting the medical school and the Office of the Dean, providing executive level counsel on confidential and complicated matters in partnership with the appropriate member of the senior leadership team.
Identifies opportunities for improvement within the organization and suggests solutions.
Manages all processes related to the Board of Directors including meeting agendas, minutes, education, new member orientation, communication, annual conflict of interest reporting, and overall compliance with bylaws.
Manages system and policy implementations, and event planning for the Office of the Dean.
Oversees standing committee appointments process and ensures that faculty, staff, and students are appointed according to institutional policy.
Ensures excellent communication and coordination with internal and external stakeholders. Tracks all issues to satisfactory resolution and completion.
Ensures correspondence and communication on behalf of the Dean are of high-quality standards; gathers information and prepares high level presentations; proofreads documents and recommends change or action to be taken.
Serves the senior leadership team as a member and coordinates and tracks all actions to proper resolution.
Collaborates with senior leaders to develop and/or improve processes and other business strategies.
Manages responsibilities and distributes the work of the executive administrative support staff to ensure needs of the senior leadership and Office of the Dean are sufficiently met.
Develops and trains staff to ensure accurate, standardized, and timely service delivery.
Supervises, coaches, disciplines, and evaluates the executive administrative staff in immediate support of the Office of the Dean and the senior leadership team to ensure service excellence.
Manages the timely and accurate completion of special projects which cross organizational lines.
Resolves routine administrative matters on behalf of the Dean.
Availability to work on weekends and evenings to attend events and complete time sensitive projects.
All other duties as assigned.
Education and Experience:
Bachelor’s degree required in business administration, finance, education, communications, marketing, or human resources; Master’s degree preferred.
Minimum of 5-10 years of executive management and/or institutional strategy experience preferably in higher education, medical education, health care or non-profit setting required.
Prior supervisory experience required.
Experience as a high-level project manager and as an effective internal consultant required.
Highly proficient using Microsoft Word/Excel/PowerPoint/Access/Visio/Project, Adobe Acrobat, email, document management software, and internet research skills required.
Other Skills and Abilities:
Excellent written and verbal communication skills. Proficient at document creation and editing.
Ability to deal with complex issues with keen academic and administrative judgment and a high degree of discretion and diplomacy.
Demonstrates excellent planning and organizational skills.
Ability to deal with both ambiguity and conflict.
Ability to work under pressure while possessing a high level of professionalism and dependability.
Ability to work collaboratively with various levels of institutional stakeholders (faculty, administrators, education researchers, residents, fellows, and students).
Ability to manage multiple priorities, projects, and deliver timely results.
Proficiency in administrative procedures, process and systems organization, management of printed and electronic files and records, document design and other office procedures.
Ability to supervise, direct and delegate the work of executive administrative support personnel.
Ability to work independently, perform as a self-starter, and meet critical deadlines.
Ability to use various software programs to develop correspondence, documents, agendas, meeting materials, presentations, organizational charts, etc.
Time management skills to manage competing priorities and overlapping deadlines.
Excellent problem-solving skills.
Strong emotional intelligence.
Strategic mindset.
Meticulous attention to detail.
Knowledge of general accounting procedures and fiscal management.
High degree of integrity to maintain absolute confidentiality in all matters related to the Office of the Dean.
About Western Michigan University Homer Stryker M.D. School of Medicine
Western Michigan University Homer Stryker M.D. School of Medicine (WMed) is an exciting environment to pursue and academic career. The medical school is a collaboration of Western Michigan University and Kalamazoo's two teaching health systems, Ascension Borgess and Bronson Healthcare. The medical school is a private 501(c)(3) nonprofit corporation supported by private gifts, clinical revenues, research activities, tuition, and endowment income. Building upon the $100 million foundational gift in 2011, WMed received a philanthropic commitment of $300 million to support the mission of the medical school in June 2021. WMed contributed to the creation of 1,600 new jobs and an economic impact of $353 million in Kalamazoo and Calhoun counties in 2020.
WMed is fully accredited by the Liaison Committee on Medical Education and the Higher Learning Commission. WMed offers a comprehensive, innovative four-year Doctor of Medicine degree program and two Master of Science degree programs in Biomedical Sciences and Medical Engineering. There are more than 200 residents and fellows in 10 residencies and five fellowships accredited by the Accreditation Council for Graduate Medical Education. To support its mission to educate and inspire lifelong learners, WMed has Joint Accreditation for inter-professional continuing education, which incorporates accreditation by the Accreditation Council for Continuing Medical Education.
WMed Health is the clinical practice of the medical school with more than 300 providers offering comprehensive primary care and specialty services in several locations throughout Kalamazoo, Portage, and Battle Creek. The Department of Pathology faculty serve as the Office of the Medical Examiner for counties throughout Michigan and northern Indiana.
The W.E. Upjohn M.D. Campus located in downtown Kalamazoo serves as the primary educational facility with faculty and administrative offices, student study and social spaces, team-based learning halls, a state-of-the-art Simulation Center accredited by the Society for Simulation in Healthcare, basic science research labs, as well as toxicology and forensic pathology labs.
WMed is building upon Kalamazoo’s century-long foundation of drug discovery and medical device development with a strategic investment in clinical, laboratory, community, and educational research. The Center for Immunobiology, Center for Clinical Research, WMed ForenTox Toxicology, Research Histology Lab, Innovation Center, Division of Epidemiology and Biostatistics, and Human Research Protection Program contribute to the medical school’s advancement of knowledge through innovation and discovery.
Western Michigan University Homer Stryker M.D. School of Medicine is an Equal Employment Opportunity/Affirmative Action employer of females, minorities, individuals with disabilities, and protected veterans, and actively strives to increase diversity within its community. We provide a drug- and tobacco-free workplace.
EEO Minorities/Women/Disabled/Protected Veterans.
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