Vanderbilt University Chief of Staff, Office of the Dean, Owen in Nashville, Tennessee

Chief of Staff, Office of the Dean, Owen (Job Number: 1900325)


The Chief of Staff position at the Owen Graduate School of Management is a key contributor and facilitator responsible for prioritizing, supporting, and managing complex projects, initiatives, and work streams that have a school-wide and/or university-wide impact. This position reports to the Dean of the Owen School and interacts with Owen and University leaders in providing strategic and operational excellence for the Office of the Dean. The Chief of Staff supervises an administrative support staff, maintains a professional presence, and serves as a liaison for, and coordinates the activities of, the Dean with internal and external constituencies of the School. The position requires pride of ownership, an unflagging desire to excel at all endeavors, situational awareness, creativity, and indefatigability in delivering and championing ideas, individuals, teams, work products, and any other Office of the Dean initiatives.

The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee. Our size and focus allows us to interact with students, faculty, alumni and recruiters as individuals so that we can better understand and help each achieve their goals. This is how we build our culture – one that is collaborative and inclusive. We are intensely and proudly competitive with the best. But we also shape leaders who understand that collaboration is essential in today’s connected economy. We develop businesspeople who can inspire, lead, and manage change, drawing not only on what they learn here about business but also what they learn about themselves. The Office of the Dean is the central administrative mechanism of the school, dedicated to setting the school strategy and communicating with all stakeholders ranging from students, faculty, staff and University leadership to our global alumni, corporate partners, the Nashville community and beyond, and our business school peers. The Office of the Dean is led by the Dean with a leadership team and executive committee of various Associate and Assistant Deans and Directors.

Key Functions andExpected Performance:

Project Management and Strategic Initiatives

  • SupportOwen initiatives identified by the Dean and play a support or projectmanagement role based on the Dean’s expectations and needs.

  • Drivethe development of project plans, timelines and goals;

  • Review,edit and prepare documents for faculty committees as needed to support Deaninitiatives;

  • Buildand maintain effective, collaborative, and consultative relationships withstakeholders internal and external to Owen;

  • Promoteproject/initiative objectives and principles through consensus-building andproblem-solving;

  • Providethorough written, presentation, and oral updates to stakeholders as needed;

  • Managerelationships with external consultants, such as architects and advisory firms,involved in initiatives;

  • Maintainproject/initiative website and/or file sharing sites as needed to facilitateinstitutional memory, governance, and transparency;

  • Ensureinitiative meets or exceeds delivery commitments on schedule.

  • Supportinternal and strategic communication in partnership with the Dean

  • Manageand/or staff ad hoc and exploratory committees established by the Dean.

Administrative and Business Responsibilities

  • Serveas a member of the Dean’s senior leadership and strategic planning team.

  • Representthe Dean on a variety of subjects and attend meetings in the Dean’s absence.

  • Resolveissues and concerns from students, faculty, staff, alumni, and otherstakeholders brought to the Dean’s attention.

  • Conceptualizeand facilitate events sponsored or hosted by the Office of the Dean includingone-time events, such as retirement and new faculty celebrations, and regularhigh-level events, such as Discover Weekend, Welcome Weekend, Board ofVisitors, and Alumni Board.

  • Anticipatethe Dean’s needs and initiate written communication on behalf of the Dean; editdocuments to incorporate the Dean’s personal style.

  • Overseethe Owen website to ensure timely and appropriate updates emanating from theOffice of the Dean are incorporated. Perform same for all Owen emaildistribution lists.

  • Understandand anticipate the range of the Dean’s responsibilities and plan activities toachieve critical outcomes.

  • Managethe Dean’s commitments to key University and external priorities andinitiatives.

  • Handlespecial projects on the Dean’s behalf, bringing people together from multipleareas to dissect issues, develop solutions, and improve and/or remedyprocesses.

  • Research,develop, and compose presentation materials and speeches for the Dean.

Productive, Professional, High Quality, andInclusive Work Environment

  • Finaldecisions on hiring, disciplinary action, terminations, and salaryrecommendations for administrative support staff.

  • Coordinate/facilitateprofessional development and performance evaluation of administrative supportstaff. Empower direct reports to move to the next level and embody excellencein all their professional responsibilities.

  • Approve/facilitatethe development of goals and priorities for administrative support staff andcelebrate their successes.

  • Maintainconfidential personnel files.

  • AssistDean with executive level search endeavors, when necessary, and facilitateonboarding processes for senior leaders who will report directly to the Dean.

Supe rvisoryRelationships :

The Chief of Staff will report directly to the Dean of the Owen Graduate School of Management and supervise administrative support staff in the Office of the Dean. Pending organizational review, this position may also oversee the administrative support staff assigned to faculty.

Education andCertifications:

  • AMaster’s degree from an accredited institution of higher education isnecessary.

Experience and Skills :

  • Atleast ten years of relevant professional experience is necessary.

  • Exquisiteattention to detail, high level of accuracy striving for perfection, andsuperlative organizational skills are necessary.

  • Broadand deep experience in the administrative functions and services of a complexorganization with highly diverse stakeholders, preferably in an academicsetting, is necessary.

  • Excellentoral and written communication skills that are professional and clear; abilityto convey the Dean’s voice orally and in writing is necessary.

  • Excellentproject management skills with ability to manage multiple projectssimultaneously is necessary.

  • Abilityto clearly convey, persuade, and negotiate information and ideas to individualsor groups is preferred.

  • Abilityto develop ideas into plans of action and to coordinate actions through implementationis preferred.

  • Abilityto pivot and adjust course of action as necessary to ensure success and buy-in ispreferred.

  • Skillin striving for continuous improvement and efficiency gains, both as needed,and as anticipated, to excel at required duties is preferred.

  • Abilityto make independent decisions and exercise judgment is necessary.

  • High level ofproficiency in the key components of Microsoft Office and willingness to deepenthose skills as needed, or anticipated, to perform with excellence, isnecessary

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Primary Location: United States-Tennessee-Nashville

Organization: 20000 - Owen: Office of the Dean

Job: Administrative Professional Associates

Vanderbilt University is committed to principles of equal opportunity and affirmative action

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