We are seeking a Deputy Chief of Staff-SOM who will be responsible for supporting the management of the JHM Board of Trustees and supports the Chief of Staff in the management and execution of strategic priorities for the Office of the Dean/CEO. This position serves as the day-to-day point of contact for the board staff, board members and officers, coordinating activities and communications, overseeing events, managing the staff, and supporting the JHM Board Secretary for board legal matters.
Specific Duties & Responsibilities
Strategic Initiatives & Advisory Support
In support of the SOM Chief of Staff, lead ad hoc project teams and take responsibility to achieve pre-determined outcomes.
Serve as a strategic liaison to internal leadership teams and external constituencies related to strategic projects, initiatives and priorities
Provide advice, counsel collaboration, and operational support to the SOM Chief of Staff on priorities of the Office of the Dean/CEO related to long-range planning, new developments, local and national issues, key projects and trends impacting JHU and JHM, issues management, crisis communications and stakeholder relations.
Strategize with the Office of the Dean/CEO and other senior leadership on policy, planning, and issue resolution.
Manage implementation plans and ensure appropriate coordination and communication.
Review and assist with shaping speakers' presentations for the JHM Board/Executive Committees, aligning them with JHM's mission and strategic plan and working to foster meaningful discussions about these topics/issues.
In collaboration with the JHM Board Secretary and SOM Chief of Staff, manages the agenda, scheduling and planning for JHM Board meetings, JHM Executive Committee meetings, JHM Nominating Committee meetings, Board Team planning meetings and other trustee activities and events.
The Board Secretary will attend and staff all meetings.
Supports the JHM Board Secretary and SOM Chief of Staff in developing and coordinating new member orientation and other related development programs for board members.
Serves as a close liaison and maintains communication with the JHU, JHM and JHH/JHHS Board Secretaries, Office of the JHU President, the Chairman of the JHM Board and other trustees. Liaise with JHM leadership, faculty, staff, and external entities related to the work of the JHM Board Office.
Prepares update newsletters and other board education materials for Board meetings in partnership with the SOM Chief of Staff as well as the SOM Director of Strategic Communications and the Marketing and Communications team. Prepares agendas, correspondence, and other materials for the Board Team for approval.
Coordinates timely and accurate uploading of materials for the Board of Trustees electronic portals (Diligent Client) in advance of all meetings.
Responds respectfully and promptly to Board of Trustee VIP medical appointments and other requests.
Manages the work of administrative staff who will schedule and provide logistical support for meetings and events including making room reservations, setting-up meeting rooms, producing invitations, tracking attendance, coordinating teleconference and/or audio-visual services, coordinating catering, providing parking vouchers, collecting speaker bios, sending post-meeting surveys, and other related tasks.
Maintains JHM membership profiles, board directory information and lists of board and committee members, and coordinates website updates relating to memberships. Advises the Board Team on succession planning for retiring trustees.
Works on special projects as designated by the SOM Chief of Staff.
Assigns work to the Executive Assistant to the Board such as preparation of meeting materials, logistical needs, and other activities related to record maintenance and board management.
Assigns work to the administrative staff who support the Office of the Dean/CEO, reporting to the SOM Chief of Staff, for event planning, board management, and strategic project purposes
Oversee development and monitoring of budgets for Office of the Dean/CEO operational activities and events and JHM board meetings.
Provides management of financial transactions and administrative processes to ensure accounts are current.
Must be able to use and understand JHM, JHHS and JHU forms, signature authority policies, requisitions, purchase orders, etc.
Oversees the planning for Office of the Dean/CEO events to include the annual leadership retreat, new professor's dinner, Dean's distinguished lecture series, VIP visits, new directors' welcome reception, retirements, holidays and other events as needed.
Coordinates and maintains communication with the JHU and JHH/JHHS Board Secretaries on planning and execution of joint trustee convenings and events, in partnership with SOM Chief of Staff, SOM Director of Strategic Communications, and JHM Deputy General Counsel.
Working with the SOM Director of Strategic Communications, speechwriter, and the SOM Chief of Staff, draft, reviews, and coordinate communications, letters, reports, and reviews.
Knowledge, Skills, & Abilities
Self-motivated, focused, positive attitude, flexible, professional and proactive.
Ability to multi-task and work in a complex, fast-paced, demanding environment.
Strong organizational skills and attention to detail.
Available to respond to requests from leadership and trustees outside of regular working hours.
Ability to anticipate issues and needs.
Ability to handle highly confidential and sensitive matters in an appropriate manner.
Ability to deal with high-level executives.
Ability to collaborate with people at all levels.
Ability to develop, organize, and implement office procedures and systems.
Ability to make decisions and maintain confidentiality.
Ability to initiate and complete projects with minimal supervision.
Excellent oral and written communication skills.
Bachelor's Degree required.
Minimum 10 years of progressively responsible administrative and/or financial experience, including at least 3 years of supervision experience.
Classified Title: Secretary JHM Board of Trustees Working Title: Deputy Chief of Staff -SOM Role/Level/Range: ATP/04/PE Starting Salary Range: $71,230-$97,880 Annually (Commensurate with experience) Employee group: Full Time Schedule: 37.5 Exempt Status: Exempt Location: School of Medicine Campus Department name: SOM Admin Exec Off Gen Administration Personnel area: School of Medicine
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
*JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
**Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
The successful candidate(s) for this position will be subject to a pre-employment background check.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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