Assistant Director of Academic Affairs
The University of Chicago

Job Info

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Department

PSD Administration: Academic Affairs

About the Department

The Physical Sciences Division (PSD) has a rich history of advancing and defining new fields of discovery in the physical sciences and mathematics, and this tradition of innovation continues today. Our inquiry and impact spans from the edge of the observable universe to human-computer interaction, from biophysical materials science to the geologic record of seawater composition, from gravitational waves to geometric flows, and beyond. The division includes the academic departments of Astronomy and Astrophysics, Chemistry, Computer Science, Geophysical Sciences, Mathematics, Physics, and Statistics. In addition, PSD includes a number of interdisciplinary research institutes and centers, including the Enrico Fermi Institute, the James Franck Institute, and the Kavli Center for Cosmological Physics. Many of our scientists have joint appointments at the Fermi National Accelerator Laboratory and Argonne National Laboratory as well as joint affiliations with other Chicago-based research institutions such as the Toyota Technological Institute of Chicago, Adler Planetarium, The Museum of Science and Industry, and the Field Museum. Our students build connections with world-leading scientists, collaborate across disciplines, and enjoy the dynamic Chicago and University communities.

Job Summary

Reporting to the Director of Academic Affairs and Chief of Staff, the Assistant Director of Academic Affairs is chiefly responsible for postdoctoral researcher and visiting academics appointment and reappointment processes for the Physical Sciences Division (PSD). The Assistant Director will additionally provide front desk support for the Dean's Office and manage the Dean's calendar.

Responsibilities

• Manages the day-to-day operations of the postdoctoral researcher appointment and reappointment process for PSD.
  
• Reviews and approves all postdoctoral researcher hires, renewals, and visa requests for compliance with University policy and visa and tax laws.
  
• Serves as the primary point of contact for faculty and unit administrators to resolve problems and questions related to postdoctoral researchers.
  
• Troubleshoots complex problems or concerns related to postdoctoral researchers in consultation with others in the Dean's Office, and Provost's Office when appropriate.
  
• Responsible for providing guidance to postdoctoral researchers on information regarding pay, benefits, and related questions.
  
• Manages the visiting academics appointment and reappointment process for PSD, including reviewing cases for accuracy and making independent judgement on edits or additions, liaising with units, and liaising with the Provost's Office through case approval.
  
• Creates mechanisms for data collection and reporting on postdoctoral researchers and visitors.
  
• Uses Workday and Interfolio to advance and track academic appointments.
  
• As needed, serves as back-up to the Director of Academic Affairs and Chief of Staff and Associate Director of Academic Affairs.
  
• Independently manages the Dean's complex and active calendar, exercising considerable judgment as to priorities and effective use of the Dean's time and accommodating unanticipated events/developments.
  
• Manages all day-to-day finances, reimbursements, and reconciliation of expense reports for the Dean on an ongoing basis.
  
• Helps ensure the Dean is well prepared for all meetings and presentations by crafting required materials and having pertinent information readily available.
  
• Independently manages the front desk's day-to day-operations for the Dean's Office and provides excellent service to guests, both in person and via phone. Troubleshoots issues and questions as they arise.
  
• Independently works on data projects and provides data analysis.
  
• Assists with the managing of 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.
  
• Performs other work as directed.
  

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:

• Experience with academic appointments in a higher education environment.
  
• Experience working with highly confidential information.
  
• Experience working in Workday, Interfolio, or similar Human Resources Management systems.
  

Preferred Competencies

• High-level attention to detail and ability to maintain a high degree of confidentiality and discretion.
  
• Customer-service oriented outlook.
  
• Ability to work independently and appropriately manage workload.
  
• Ability to think creatively and troubleshoot complex problems.
  
• Ability to perform high-level work amid competing priorities.
  
• Ability to develop relationships with partner offices across the University.
  

Application Documents

• Resume (required)
  
• Cover letter (required)
  

When applying, the document(s) MUSTbe 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.

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