Department
 

HUM Staff: Div Admin PA - Academic Affairs

About the Department
 

The Division of the Humanities comprises 19 degree programs across 16 departments and committees, with approximately 800 students from around the world enrolled in PhD, MFA, and MA programs. Students and faculty dedicate themselves to the thoughtful consideration of humanity’s place in the world. This dedication is displayed through interdisciplinary centers, programs and workshops, and courses taught by some of the world's leading scholars. Dynamic and dedicated staff in the Division provide the essential infrastructure needed to support faculty, students, and one another, fostering collaboration, enhancing innovation, and ensuring the Division’s success.

Job Summary
 

The Assistant Director of Academic Affairs works closely with the Director of Academic Affairs in overseeing all aspects of faculty and academic hiring and appointment processes in the Division, advising departments on following appropriate divisional and University policy regarding searches, appointments, and reviews.

Hybrid schedule available.

Interested applicants, please upload all required materials (resume, cover letter, and references) to be considered.

Responsibilities

Core areas of responsibility include academic affairs employee lifecycle and operations management.Working with the Director of Academic Affairs, manages academic personnel actions such as hiring, promotions, tenure, reviews, leaves, etc. in accordance with Provost and division policies.Primarily responsible for employment processes and tracking of non-career track academic appointees including part-time Lecturers, visiting appointees, postdoctoral appointees, etc.Secondarily responsible for career-track academic appointees employment processes.Maintains data tracking tools and programs such as Interfolio modules, and provides trainings for Humanities Division staff and faculty, as needed.Contributes to the work of the Director, Academic Affairs, Associate Dean, Academic Affairs and counterparts in the College to implement best practices for managing academic affairs workflows and divisional and University policies and procedures.Manages and tracks ongoing appointment and review tasks.Reviews appointment files submitted by departments and works collaboratively to ensure completeness and resolve issues/questions.Develops templates, and drafts appointment letters and memos on behalf of the Dean and Associate Dean.Creates training materials related to processes and policies for non-career track academics.Enters employment actions into relevant databases and systems, including Workday, the University’s Human Resource system.Works with the Academic Affairs Administrator to ensure academic payroll actions and visa processes are entered and executed accurately and timely.Serves as backup to the Director of Academic Affairs and for appointment tasks at the departmental level, as needed.Provides support to the HR Administrator as needed during high-volume I-9 verification periods and other related activities.Assists with managing the day-to-day operations of faculty affair programs with a moderate level of guidance.Serves as a resource for program information. Resolves problems or questions referred by program staff, University administrators, or other contingencies.Gathers and analyzes data for possible solutions for faculty-related issues. Writes reports and expands knowledge and experience in areas.Performs other related work as needed.

Minimum Qualifications
 

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

Bachelor’s degree.

Experience:

University administration or student services environment.HR and payroll.

Technical Skills or Knowledge:

Proficiency with MS Office Suite: Word, Excel, Outlook.HR management systems, e.g., HRIS or Workday.Update web content.

Preferred Competencies

Communicate University and divisional procedures and policies tactfully and clearly.Learn proprietary University database and HR systems.Plan, organize, problem-solve, and prioritize independently and successfully.Excellent written and oral communications skills.Strong attention to detail.Flexible and adaptable; work collaboratively and patiently with a wide range of people, cultures, and departments.Maintain confidentiality.

Application Documents

Resume/CV (required)Cover Letter, including your interest in this position (required)Minimum of 3 References Contact Information (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family
 

Academic Affairs

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

37.5

Benefits Eligible
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.