Department

College Arts and Humanities Collegiate Division

About the Department

College Arts and Humanities Collegiate Division

Job Summary

Reporting to the Master of the Arts and Humanities Collegiate Division (AHCD), the Divisional Administrator directs the operations of the AHCD and serves as a strategic partner to implement the AHCD Master’s goals and objectives. This position also coordinates human resources activity by administering academic searches, managing academic appointments, and administering payroll for academic employees; coordinating staff searches; overseeing policies and procedures related to student teaching and student employment; and collaborating with the College, the Division of the Arts and Humanities, and other partners to ensure that AHCD programs are appropriately staffed. The Divisional Administrator develops the collegiate division’s budget and manages the allocation of its resources.

Responsibilities

Partners with the AHCD Master and senior leadership to project instructional staffing needs, recommend resource allocation, and implement divisional staffing strategies. With the AHCD Master, manages and assembles the Humanities Core schedule which includes decisions about staffing and staffing management, days and times of sections, distribution of sections, number of sections offered, and staffing conflict resolution.Serves as liaison between the AHCD and the Registrar. Manages editing and submission of College catalog entries and time schedule entries for over 100 sections per quarter of the Humanities Core.Works closely with and advises Faculty Core Chairs in program management, including connecting with College and University offices to access resources, resolve problems, and locate information.Coordinates enrollment changes and course petitions in partnership with College Academic Advising and AHCD stakeholders.Administers the AHCD quarterly special honors and prizes.Manages the desk copy process in coordination with the Seminary Coop Bookstore, inclusive of soliciting book lists, coordinating editions management, and procuring texts.Provides analysis, reporting, and high-level briefings for the AHCD Master and divisional leadership, supporting strategic decision-making.Administers faculty and academic searches; advises search committees on University policy, compliance standards, collective bargaining agreements, and best practices.Oversees reviews for appointment, reappointment, and promotion, ensuring divisional processes are consistent, transparent, and documented; maintains comprehensive academic personnel records.Collaborates with colleagues in the College and allied divisions to harmonize practices related to academic appointments, responds to internal change, and implements cross-divisional policy.Ensures divisional labor and employment practices adhere to federal, state, and local laws, University policies, and collective bargaining agreements, and reflect the mission and vision of the Arts and Humanities Division.Administers payroll for academic employees and manages student instructional appointments in consultation with departmental administrators and College HR.Prepares, monitors, and manages the AHCD’s annual budget, including auxiliary department accounts, and provides regular financial reporting for divisional leadership.Supports the development and execution of divisional funding initiatives, collaborating on grant and research opportunities.Monitors divisional financial accounts and maintains accurate fiscal records; identifies opportunities for financial process improvement.Communicates divisional policies and procedures to faculty and staff, serving as a resource for implementation and compliance.Leads efforts to standardize administrative practices, streamline workflow and communication, coordinate annual review timelines, and disseminate information relevant to divisional processes.Plans, develops, analyzes and manages budget, including developing multi-year budget forecasts. May oversee the preparation and management of grant and contract proposals, ensuring compliance with all University, federal and private foundation guidelines and regulations. Develops financial reports and assists with seeking funding for grants.Works with minimal guidance in space, facilities, and equipment, including renovations, moves, maintenance and ongoing facilities operations.Performs other related work as needed.

Minimum Qualifications

Education:

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

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

Advanced degree.

Experience:

At least 5 years of relevant experience in university administration or academic administration.Background with budgeting and financial administration.Familiarity with academic credentials and qualifications.

Technical Skills or Knowledge:

Proficiency in Mac and PC environments.Proficiency in Word, Excel, Outlook, and online organizational tools.Understanding of Workday or another HRMS.Familiarity with Interfolio.

Preferred Competencies

Strong verbal and written communication skills including excellent editing/proofreading ability in English.Excellent computer skills and use complex databases and other record keeping systems.Strong organizational skills; prioritize and manage concurrent tasks with interruptions.Manage multiple concurrent projects in a competent and professional manner while also managing details and meeting deadlines.Work effectively with supervision and as a part of a team, individually, or in concert with other offices and campus partners.Collaborate with faculty.Establish good working relationships with all constituencies.Work autonomously, taking initiative and without detailed instructions.Maintain confidentiality/discretion at all times related to students, faculty, and staff.Manage stressful situations.Critical-thinking skills.Problem-solving skills.Decision-making skills.Reasoning skills.Attention to detail.Creativity.

Working Conditions

Office environment.Some evening and weekend work.Fast-paced environment.Sit at a computer for 4-6 hours.Periodic walking to campus partner and other campus locations.

Application Documents

Resume/CV (required)Cover Letter, to include interest in position (required)References Contact Information (3)(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

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$72,000.00 - $90,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, 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.

 

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.

 

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.

 

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