Chief of Staff and Advisor for Finance and Operations

The Chief of Staff serves as a trusted advisor and key partner to the Dean of the School of Medicine for Macon and Joan Brock Virginia Health Sciences at Old Dominion University. This role provides financial, strategic, operational, and communication support to advance the medical school's mission and strategic priorities. This role is responsible for managing budgets, conducting financial analysis, and overseeing procurement processes. The Chief of Staff will lead critical initiatives, manage the daily operations of the Dean's office, and foster effective communication and collaboration across internal and external stakeholders.

Strategic Planning & Execution:

Actively participate in the development and implementation of the medical school's strategic plan, ensuring alignment with institutional goals and priorities.
• Lead key initiatives and projects that advance the medical school's strategic priorities, including faculty recruitment and development, research growth, and clinical program expansion.
• Conduct research and analysis to support informed decision-making by the Dean and senior leadership on a wide range of issues, including budget allocation, resource allocation, and policy development.
• Monitor and evaluate the progress of key initiatives and provide regular updates to the Dean and relevant stakeholders.

Operational Management:

• Manage the day-to-day operations of the Dean's office, including scheduling, travel arrangements, and correspondence.
• Oversee the preparation and submission of key reports and documents, including grant applications, accreditation reports, and board materials.
• Ensure the efficient and effective flow of information within the Dean's office and across the medical school.

Communication & Stakeholder Management:

• Serve as the primary liaison between the Dean and faculty, staff, students, alumni, donors, community partners, and other key stakeholders.
• Draft and review high-level correspondence, presentations, and reports on behalf of the Dean.
• Manage internal and external communications related to the medical school's initiatives, ensuring clear, consistent, and timely dissemination of information.
• Build and maintain strong relationships with key stakeholders, fostering a collaborative and supportive environment.

Budget Development and Management

• Assist with the preparation and management of the medical school's annual operating budget in collaboration with the Dean and VHS leadership team.
• Monitor expenditures to ensure alignment with approved budgets and institutional guidelines.
• Provide regular financial updates and forecasts to inform decision-making and resource allocation.

Financial Reporting and Analysis

• Develop and maintain financial reports to track key metrics, including revenue, expenditures, and fund balances.
• Conduct variance analyses to identify trends and areas requiring attention or adjustment.
• Present financial insights and recommendations to the Dean and Office of Business Management.

Financial Policy Compliance and Best Practices

• Ensure adherence to university, state, and federal financial policies and regulations.
• Implement and promote best practices in financial management and reporting.
• Identify opportunities to streamline financial processes and enhance operational efficiency.

Problem-Solving & Issue Resolution:

• Proactively identify and address critical issues within the medical school, anticipating potential challenges and developing effective solutions.
• Facilitate the resolution of conflicts and disputes among faculty, staff, and students, promoting a constructive and collaborative environment.
• Provide guidance and support to departments and individuals within the medical school, ensuring alignment with the school's objectives.

Special Projects:

• Lead and manage special projects as assigned by the Dean, which may include program development, accreditation reviews, fundraising initiatives, and internal investigations.
• Oversee the planning, execution, and evaluation of special projects, ensuring successful outcomes and meeting established deadlines.

Education: Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, or a related field. Master's degree in a relevant field (e.g., MBA, MPA, MHA) is preferred.

Experience: Minimum of 8 years of progressive experience in a senior administrative, strategic, or project management role, preferably in an academic health center or higher education setting. Experience in a healthcare or medical setting is highly desirable.

Skills & Competencies:

• Strategic Thinking: Ability to think strategically, analyze complex issues, and develop and implement effective plans.
• Leadership & Management: Proven leadership and management skills with the ability to motivate, mentor, and guide others.
• Financial Management: Strong knowledge of financial principles, budgeting, and reporting. Excellent analytical and critical thinking skills, with the ability to interpret complex financial data. Familiarity with grant administration and compliance requirements in an academic or research setting.
• Communication & Interpersonal Skills: Excellent written and verbal communication skills, including the ability to effectively communicate with diverse audiences. Strong interpersonal skills with the ability to build and maintain strong relationships with stakeholders.
• Problem-Solving & Decision-Making: Strong analytical and problem-solving skills with the ability to identify and address challenges effectively.
• Project Management: Proven project management skills with the ability to plan, execute, and evaluate projects successfully.
• Organizational & Time Management: Excellent organizational and time management skills with the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
• Confidentiality & Discretion: Ability to handle confidential information with the utmost discretion and integrity.
• Adaptability & Flexibility: Ability to adapt to changing priorities and work effectively in a dynamic and fast-paced environment.
• Technological Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), project management software (e.g., Smartsheet, Asana), and other relevant technologies.