Dean Positions
The #1 Site for Recruiting and Hiring Deans.
 
 
 
 
Job Seekers
Register
Post Resume
Find Jobs
Get jobs by email
 
 
Employers
Register
Post Jobs
Find Resumes
Get resumes by email
 
 
 
 
 
 
 
 
 
 
Administrator for Academic Affairs & Dean’s Office
The University of Chicago in Chicago, Illinois
 
 
Apply
 
Date Posted 02/05/2021
Category
Executive-Academic Vice President and Provost
Employment Type FullTime
Application Deadline Open until filled
 
 
 
 
 

Department
 

PSD Administration


About the Department
 

The Division of the Physical Sciences (PSD) is a division whose history is arguably the richest of any such division in any university in this country. The scientists of the Physical Sciences Division have advanced and defined new fields of discovery, and this tradition of innovation continues today. The PSD 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, the Kavli Institute for Cosmological Physics, and the Institute for Biophysical Dynamics. Many of our researchers have joint appointments at 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, to name a few.


Job Summary
 

Reporting to the Executive Assistant to the Dean and Manager of Academic Appointments, the Administrative Analyst performs diversified, independent, and confidential high-level administrative support for the PSD.

Responsibilities

  • Manages the Postdoctoral appointment process on behalf of the Dean for approximately 200 postdoctoral researchers across the division including reviewing and approving all new hire, renewal & visa requests for compliance with University policy, visa and tax laws, troubleshooting exception requests, compiling and maintaining data on PSD postdoctoral researcher population. Creates and connects programming for postdoctoral researchers within the division & across the university. Primary point of contact for Postdoctoral scholars.
  • Manages the visiting appointment process and part-time lecturer appointment process for the division including reviewing cases for accuracy and making independent judgement on edits or additions, liaising with departments on edits and additions, and liaising with the Provost’s Office and University Research Administration through case approval.
  • Manages the faculty and other academic appointment entries into Workday for all requests going to the Provost’s Office including new hires, promotions, retentions, terminations, reappointments and more.  Works closely with Executive Assistant to the Dean and Manager of Academic Appointments in the PSD, the Sr. Associate Dean in the PSD, and the Assistant Director in the Provost Office to ensure that all entries are accurate and on time for successful personnel and payroll entries into the HRMS system.
  • Serves as back-up for Academic Affairs to the Executive Assistant to the Dean and Manager of Academic Appointments including receiving academic case requests from departments and institutes across the division, checking all cases for compliance with University statutes, sending approval memos on behalf of the Dean, liaising with the Assistant Provost and Associate Provost on behalf of the Dean and the division, corresponding with department and institutes across the division and tracking all requests.
  • Working with other members of the Dean’s Office, manages the faculty salary review process including compiling and disseminating information for the division, communicating to all chairs & directors, analyzing the faculty data and reporting results, troubleshooting any problems in the communication pipeline.
  • Maintains a high level of confidentiality with regards to all academic processes described above.
  • Provides confidential and high-level administrative support for the Executive Assistant to the Dean and Manager of Academic Appointments; duties include, but are not limited to, scheduling meetings, GEMS expense reconciliation for the Dean, preparing documents and slideshows for divisional-use, Provides confidential administrative support for the Associate Deans including calendaring, preparing documents through Microsoft or Google Suite, data analysis, processing reimbursements, and paying invoices
  • Provides administrative support to multiple Deputy Deans; duties include, but are not limited to, scheduling meetings and preparing documents through Microsoft or Google Suite
  • Coordinates large and small events and meetings for the Dean, including planning and onsite logistics. Some non-standard hours and travel to off-campus locations may be required.
  • Collates & distributes individualized Workday reports to 16 units on a monthly basis.
  • Manages the research resumption process including managing building access for the division’s returning and incoming faculty, OAAs, students, and staff.
  • Working with the Sr. Associate Dean, Deputy Dean of Academic Affairs, and budget office, analyzes budget office tuition allocation spreadsheet, troubleshoots problems with data, and liaises with budget office regarding data verification. 
  • Provides support for, and tracks, ad hoc projects for Dean, Executive Assistant to the Dean and Manager of Academic Appointments, Associate Deans, Deputy Deans and Divisional Administrator.
  • Independently works on data projects and provides data analysis
  • Independently manages issues and questions that arise for Dean’s Office employees and guests in day-to-day operations; including answering main phone line, providing excellent service.
  • Responsible for office supply inventory and maintaining numerous office machines and multiple spaces; receiving and distributing mail.
  • Manages multiple conference room calendars and facilitates room configuration requests as needed
  • This job is responsible for a broad range of operational business activities in support of faculty affairs program initiatives to meet operational, organizational and strategic goals and objectives.
  • Serves as a resource for program information. Work to resolves problems or questions referred by program staff, university administrators, or other contingencies under direction.
  • 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 < 2 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:

  • Bachelor's degree.  

Experience:

  • A minimum of two years of progressively responsible administrative experience
  • Experience working in an academic environment. 

Technical Skills or knowledge:

  • Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.
  • Knowledge of GEMS, E-Payments, Buysite, Microsoft Outlook, and content editing skills.

Preferred Competencies

  • Excellent organizational and communication skills.
  • Excellent problem-solving skills
  • Strong customer service skills and ability to interact with and serve a diverse population with tact, courtesy, clarity, and diplomacy 
  • Ability to handle sensitive and confidential situations and information with absolute discretion 
  • Ability to take initiative and organize and complete projects with minimal supervision 
  • Attention to detail required

Application Documents

  • Resume (required)
  • Cover Letter (required)


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


Job Family
 

Academic Affairs


Role Impact
 

Individual Contributor


FLSA Status
 

Non-Exempt


Pay Frequency
 

Biweekly


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 Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.



Department
 

PSD Administration


About the Department
 

The Division of the Physical Sciences (PSD) is a division whose history is arguably the richest of any such division in any university in this country. The scientists of the Physical Sciences Division have advanced and defined new fields of discovery, and this tradition of innovation continues today. The PSD 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, the Kavli Institute for Cosmological Physics, and the Institute for Biophysical Dynamics. Many of our researchers have joint appointments at 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, to name a few.


Job Summary
 

Reporting to the Executive Assistant to the Dean and Manager of Academic Appointments, the Administrative Analyst performs diversified, independent, and confidential high-level administrative support for the PSD.

Responsibilities

  • Manages the Postdoctoral appointment process on behalf of the Dean for approximately 200 postdoctoral researchers across the division including reviewing and approving all new hire, renewal & visa requests for compliance with University policy, visa and tax laws, troubleshooting exception requests, compiling and maintaining data on PSD postdoctoral researcher population. Creates and connects programming for postdoctoral researchers within the division & across the university. Primary point of contact for Postdoctoral scholars.
  • Manages the visiting appointment process and part-time lecturer appointment process for the division including reviewing cases for accuracy and making independent judgement on edits or additions, liaising with departments on edits and additions, and liaising with the Provost’s Office and University Research Administration through case approval.
  • Manages the faculty and other academic appointment entries into Workday for all requests going to the Provost’s Office including new hires, promotions, retentions, terminations, reappointments and more.  Works closely with Executive Assistant to the Dean and Manager of Academic Appointments in the PSD, the Sr. Associate Dean in the PSD, and the Assistant Director in the Provost Office to ensure that all entries are accurate and on time for successful personnel and payroll entries into the HRMS system.
  • Serves as back-up for Academic Affairs to the Executive Assistant to the Dean and Manager of Academic Appointments including receiving academic case requests from departments and institutes across the division, checking all cases for compliance with University statutes, sending approval memos on behalf of the Dean, liaising with the Assistant Provost and Associate Provost on behalf of the Dean and the division, corresponding with department and institutes across the division and tracking all requests.
  • Working with other members of the Dean’s Office, manages the faculty salary review process including compiling and disseminating information for the division, communicating to all chairs & directors, analyzing the faculty data and reporting results, troubleshooting any problems in the communication pipeline.
  • Maintains a high level of confidentiality with regards to all academic processes described above.
  • Provides confidential and high-level administrative support for the Executive Assistant to the Dean and Manager of Academic Appointments; duties include, but are not limited to, scheduling meetings, GEMS expense reconciliation for the Dean, preparing documents and slideshows for divisional-use, Provides confidential administrative support for the Associate Deans including calendaring, preparing documents through Microsoft or Google Suite, data analysis, processing reimbursements, and paying invoices
  • Provides administrative support to multiple Deputy Deans; duties include, but are not limited to, scheduling meetings and preparing documents through Microsoft or Google Suite
  • Coordinates large and small events and meetings for the Dean, including planning and onsite logistics. Some non-standard hours and travel to off-campus locations may be required.
  • Collates & distributes individualized Workday reports to 16 units on a monthly basis.
  • Manages the research resumption process including managing building access for the division’s returning and incoming faculty, OAAs, students, and staff.
  • Working with the Sr. Associate Dean, Deputy Dean of Academic Affairs, and budget office, analyzes budget office tuition allocation spreadsheet, troubleshoots problems with data, and liaises with budget office regarding data verification. 
  • Provides support for, and tracks, ad hoc projects for Dean, Executive Assistant to the Dean and Manager of Academic Appointments, Associate Deans, Deputy Deans and Divisional Administrator.
  • Independently works on data projects and provides data analysis
  • Independently manages issues and questions that arise for Dean’s Office employees and guests in day-to-day operations; including answering main phone line, providing excellent service.
  • Responsible for office supply inventory and maintaining numerous office machines and multiple spaces; receiving and distributing mail.
  • Manages multiple conference room calendars and facilitates room configuration requests as needed
  • This job is responsible for a broad range of operational business activities in support of faculty affairs program initiatives to meet operational, organizational and strategic goals and objectives.
  • Serves as a resource for program information. Work to resolves problems or questions referred by program staff, university administrators, or other contingencies under direction.
  • 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 < 2 years of work experience in a related job discipline.

---
Certifications:

---

Preferred Qualifications

Education:

  • Bachelor's degree.  

Experience:

  • A minimum of two years of progressively responsible administrative experience
  • Experience working in an academic environment. 

Technical Skills or knowledge:

  • Strong and broad computer skills (word processing, database, spreadsheet, e-mail, and web), including a strong knowledge of Microsoft Office Suite.
  • Knowledge of GEMS, E-Payments, Buysite, Microsoft Outlook, and content editing skills.

Preferred Competencies

  • Excellent organizational and communication skills.
  • Excellent problem-solving skills
  • Strong customer service skills and ability to interact with and serve a diverse population with tact, courtesy, clarity, and diplomacy 
  • Ability to handle sensitive and confidential situations and information with absolute discretion 
  • Ability to take initiative and organize and complete projects with minimal supervision 
  • Attention to detail required

Application Documents

  • Resume (required)
  • Cover Letter (required)


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


Job Family
 

Academic Affairs


Role Impact
 

Individual Contributor


FLSA Status
 

Non-Exempt


Pay Frequency
 

Biweekly


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 Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected 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.


Apply
*Please mention DeanPositions.com to employers when applying for this job*
 
 
 
DeanPositions.com
Academic Advertising
260 Peachtree Street, N.W.
Suite 2200
Atlanta, GA 30303
 
Twitter
LinkedIn
Facebook
 
About Dean Positions
Advertise Jobs
Contact Us
 
Site Map
Privacy Policy
Terms of Use
Resources / Links
Copyright © 2010 Dean Positions - All Rights Reserved.