Director of Executive Scheduling

Massey Comprehensive Cancer Center Mission:

"To improve the lives of all Virginians by delivering cutting-edge cancer care through patient-centered prevention and treatment; high-impact, innovative research; community input and engagement; and education and training of the next generation of researchers and healthcare professionals."

Veterans: VCU faculty and University and Academic Professionals are now eligible for enhanced leave accrual rates based on verified military service. The calculation of these leave accrual rates will include a veteran's verified service in the military, National Guard, Reserves (active or inactive duty) and full-time state or Federal National Guard duty. Eligible employees must supply DD-214 documentation for each period of military service to receive this benefit

Job Summary:

The Director of Scheduling is a senior role dedicated to managing the complex scheduling needs of the Cancer Center Sr. Leadership. This position is responsible for overseeing all aspects of scheduling, calendar management, and strategic coordination for the Cancer Center Sr. Leadership. This position plays a vital part in coordinating high-level meetings, optimizing the Director's calendar, and ensuring effective time management. The Director of Scheduling will work closely with various departments, stakeholders, and external partners to ensure seamless communication and scheduling operations. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced healthcare environment.

This is a hybrid position with flexible work arrangements (FWA), aligned with VCU policies. The director must have the ability to work on weekends and after hours, as needed.

Supervisory: Directly supervise at least three (3) staff, including executive assistants and an administrative assistant.

Key Responsibilities:

Team Leadership and Management:

Administrative Leadership: Supervise staff, providing guidance, support, and performance evaluations; track, manage, and delegate the workload as appropriate.

Training and Development: Develop and implement training programs for the executive assistants and administrative assistant, fostering professional growth and skill enhancement.

Leadership Meetings: At least weekly, meet and collaborate with the Cancer Center Sr. Leadership, Sr. Director of Executive Operations, Director of Executive Operations, and Director of Executive Communications to review scheduling priorities and upcoming commitments, ensure alignment with Cancer Center Sr. Leadership's priorities and across all Executive Operations units.

Comprehensive Scheduling: Oversee, manage, and maintain the Cancer Center Sr. Leadership's calendar, including scheduling appointments, meetings, and events, while prioritizing and resolving scheduling conflicts.

Stakeholder Engagement: Liaise with internal departments, external partners, and stakeholders to arrange meetings and coordinate schedules effectively.

Crisis Management: Act swiftly in managing unexpected changes or disruptions to the Director's schedule, providing timely solutions and adjustments.

Strategic Planning:

Scheduling Strategy: Develop and implement strategic scheduling plans that align with the Cancer Center Sr. Leadership's priorities, balancing immediate needs with long-term goals.

Time Management Analysis: Analyze the Director's schedule to identify opportunities for increased efficiency and recommend improvements to enhance productivity.

Time Optimization: Identify and implement strategies to optimize the Director's schedule to ensure efficient use of time, prioritizing strategic initiatives and high-impact activities.

Resource Allocation: Assist in the allocation of resources for meetings and events, ensuring optimal use of staff time and capabilities.

Priority Alignment: Work closely with the Cancer Center Sr. Leadership to align scheduling priorities with organizational goals and strategic initiatives.

Scheduling and Calendar Management:

Comprehensive Scheduling: Manage the Cancer Center Sr. Leadership's calendar, handling all scheduling, meeting requests, and invitations while prioritizing urgent and strategic engagements.

Tracking and Evaluation: Track, organize, and evaluate all meeting requests to ensure optimal use of the Director's time and resources.

Conflict Resolution: Resolve scheduling conflicts and provide proactive solutions to optimize the Director's schedule.

Meeting Preparation: Prepare agendas, briefing documents, and background materials for meetings, ensuring the Cancer Center Sr. Leadership is well-informed and equipped for each engagement.

Action Item Follow-Up: Track action items and follow up on commitments made during meetings, ensuring timely completion and reporting to the Cancer Center Sr. Leadership.

Virtual Meetings: Organize and manage virtual meetings, webinars, and teleconferences using appropriate technology platforms.

In-person Meetings: Organize and manage in-person meetings, including meal arrangements, meeting room reservations, and materials preparation.

Logistics Management: Collaborate with the Directors of Executive Operations and Executive Communications on logistics for meetings, conferences, and events, including venue arrangements, technology setup, and participant coordination.

VIP Coordination: Maintain and update contact lists and VIP lists to ensure personalized attention and strategic outreach.

Committee Management:

Material Preparation: Prepare and distribute materials for the Cancer Center Sr. Leadership's committees, ensuring timely delivery and accuracy.

Committee Tracking: Track committee activities and meetings, ensuring that all necessary follow-ups and actions are completed.

Scheduling Support: Coordinate schedules for the Cancer Center Sr. Leadership's committees, balancing internal and external obligations.

External Advisory Board Coordination:

Board Scheduling: Manage scheduling and logistics for the Cancer Center External Advisory Board, ensuring alignment with the Director's priorities.

Material Preparation: Oversee the preparation of board materials, presentations, and reports, ensuring completeness and accuracy.

Action Item Follow-Up: Track and follow up on action items until completion.

Communication and Liaison:

Point of Contact: Serve as the primary point of contact for scheduling inquiries and communication with the Cancer Center Sr. Leadership's office.

Internal Communication: Facilitate communication between the Director and internal teams, ensuring clarity and alignment on scheduling priorities.

Internal and External Relations: Maintain positive relationships with internal and external partners, stakeholders, and vendors, representing the Cancer Center Sr. Leadership's office professionally and courteously.

Information Flow: Ensure smooth information flow and coordination between the Cancer Center Sr. Leadership's office and other departments.

Credentialing and Compliance:

Credentialing: Handle all credentialing processes for the Cancer Center Sr. Leadership, ensuring compliance with institutional and regulatory standards.

Documentation: Maintain accurate records of credentials and related documentation, facilitating timely updates and renewals.

Administrative Support:

Resource and Standard Operation Procedures (SOPs) Management: Oversee internal team resources and the development of SOPs to support operational efficiency.

Office Management: Oversee office management tasks, including the procurement of supplies, coordination of administrative support, restock of supplies in the Cancer Center Sr. Leadership's office, pick-up of mail, and oversight of office phone calls and voicemails.

Documentation: Maintain accurate records of appointments, meetings, and correspondence, ensuring confidentiality and compliance with organizational policies.

Budget Management: Assist Sr. Director and Director of Executive Operations in managing the scheduling department's budget, including expenses related to travel, meetings, and events.

Travel Arrangements: Collaborate with the Director of Executive Operations to ensure appropriate and timely travel arrangements, including flights, accommodations, transportation, and itineraries for the Cancer Center Sr. Leadership.

IT Troubleshooting: Provide basic IT troubleshooting support for the Cancer Center Sr. Leadership, coordinating with IT support as needed.

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