"Chief of Staff, Yale School of Medicine Dean's Office"

Overview

Reporting to the Dean of Yale School of Medicine, the Chief of Staff will serve as senior strategic aide to the Dean with responsibility for directing all facets of the administration and operations of the Office of the Dean. The Chief of Staff provides high-level, wide-ranging execution and administrative support for a variety of strategic initiatives and projects. The Chief of Staff will manage the flow of people and information through the Dean’s office and represent the Dean’s interests through contacts with other Yale offices, Yale-New Haven Health System offices, other academic institutions, YSM department chairs, Faculty Advisory Council, other faculty, staff, students, alumni, dignitaries, and visitors from other countries and corporations.

Required Skills and Abilities

1. A dedicated and self-motivated colleague with a positive and can-do attitude that supports the missions of the school. Ability to represent the School well in working collegially with peers and colleagues within and outside the University.
2. Possessing sound independent judgment, intuition, and common sense with excellent attention to detail and ability to prioritize and handle many tasks simultaneously in a complex, fast-paced environment. Experience overseeing workflows, timelines, and deliverables at an executive level.
3. Superior interpersonal skills and ability to interact with faculty, staff, students, alumni, and dignitaries with a highly professional demeanor and excellent customer service skills. High level of integrity, professionalism, and accountability.
4. Ability to deal with complex issues, crises, and sensitive situations that require confidentiality.
5. Highly developed oral and written communication skills. Ability to prepare executive-level briefings, reports, and presentations. Ability to craft and articulate messages for various audiences. Ability to craft messages from the Dean. Excellent computer skills including Microsoft Office programs and Internet search engines.

Preferred Skills and Abilities

Master’s Degree in a related field. History of progressive responsibilities in managing administrative and operational processes for multiple areas and interacting with senior management.

Principal Responsibilities

1. As a member of the senior management team, this role will work closely with YSM Leadership to facilitate effective communication, collaboration, and follow-through with various projects and initiatives.
2. Plan, direct, and manage the administrative functions of the Dean’s Office. Interface with a wide range of internal and external contacts, including Deputy Deans, Associate and Assistant Deans, Directors, YSM department chairs, faculty, staff, students, alumni, Yale University and YNHHS leadership, other Yale offices, other academic institutions, dignitaries, and visitors from other countries and corporations.
3. Serve as a confidential resource and liaison for the Dean by assessing developing issues, prioritizing matters requiring attention, and managing sensitive information with discretion.
4. Manage the administrative operations of the office by developing and maintaining policies, procedures, and workflow tracking systems to support efficient operations.
5. Oversee the timely completion of administrative services, including reports, nominations, recommendations, and correspondence for the Dean. Draft and edit signature-ready materials, coordinate high-volume correspondence with Development & Alumni Relations, and manage student correspondence on the Dean’s behalf.
6. Manage the Dean’s correspondence as a strategic function, prioritizing communications, preparing contextual analysis through to completion. Ensure follow-up and assist in the implementation of action items.
7. Optimize the Dean’s time by managing information flow, ensuring follow-up, and supporting implementation of action items and strategic initiatives.
8. Anticipate and prioritize demands on the Dean’s schedule from internal and external stakeholders, maintaining calendar flexibility for development and recruiting events while protecting time for academic and strategic priorities.
9. Ensure meeting and event materials, including presentations and speeches, are prepared in advance and that preparations for upcoming calendar events remain on schedule, coordinating with relevant colleagues and the Executive Director of Communications.
10. Coordinate Dean’s Office events and special projects through staff, overseeing planning for administrative, facility, and equipment needs and providing on-site support as needed.
11. Serve as liaison with Student & Academic Services, Faculty Affairs, Development, and other offices to plan and execute annual activities and events, including orientation, reunions, and Commencement.
12. Coordinate official visits for visiting dignitaries, representatives of professional organizations, and others.
13. Directs a staff of exempt and nonexempt employees. Supervise, train and develop staff members. Determine priorities, standards, and parameters of work to be accomplished. Analyze needs and procure temporary help for Dean’s Office as needed.
14. Perform additional duties and projects as assigned.

Required Education and Experience

Bachelor’s degree and a minimum of 8 years of experience supporting executive leaders in a large complex organization or academic institution of higher education.