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, 200 tenure-track faculty, 150 other academics, 135 staff, 300+ student employees, and numerous visitors and temporary employees. Students and faculty dedicate themselves to the thoughtful consideration of humanity’s place in the world. This dedication is displayed through interdisciplinary centers and programs as well as workshops on diverse themes ranging from political theory to contemporary art to animal studies. Staff play a vital role in the day-to-day functions and success of the Division.

Job Summary
 

The Academic Affairs Administrator provides professional support for the academic search, hiring, and onboarding processes. Primary responsibilities include coordinating with faculty committees throughout the search and appointment processes for new faculty and academic hires, and manages entries related to academic hiring in relevant business systems (e.g. Interfolio, Workday). The Academic Affairs Administrator regularly communicates and interacts with incoming academic new hires, departmental administrators and other University staff members regarding Workday onboarding, payroll, benefits issues, and other important information to support timely completion of onboarding and workflow steps.
This position performs routine assignments related to the development and implementation of faculty support programs.
Hybrid schedule. Interested applicants, please be sure to upload all required application materials listed in the job posting to be considered for this position.

Responsibilities

• Develops comprehensive understanding of the University’s policies/procedures and best practices for all faculty and other academic searches.
• Works with Academic Affairs team to evaluate search plans and communicate updates to departments.
• Supports search committees during the search and screening process for academics, ensuring timely completion of search steps and compliance with University and Divisional policies.
• Manages the academic posting and candidate evaluation processes for faculty and other academic searches within Interfolio, the University’s academic recruitment tool.
• Places job advertisements on external posting sites, collaborates with search committees and department staff to document all outreach efforts.
• Assists departments with compilation of materials for appointment cases for new faculty and academic hiring, as needed.
• Manages positions and hiring process for all faculty, other academic, visiting, and postdoctoral positions in Workday, the University’s HR management tool.
• Maintains the Division’s appointment letter templates and creates draft appointment letters.
• Communicates onboarding steps to faculty, academic, postdoctoral, and visiting hires, tailor messages according to status, monitor onboarding progress, and provide attentive service throughout the process.
• Manages Workday merit process and entries for faculty and other academics.
• Manages faculty and academic lifecycle events in Workday, such as promotion, leaves, and termination.
• Works with the Office of International Affairs on visa processes and related work authorization issues for academic appointees.
• Maintains data related to faculty, academic, postdoctoral, and visiting appointees.
• Works with the Academic Affairs team to organize meetings, workshops and other special events.
• Performs occasional ad hoc research in academic appointee records to support analyses and reports.
• 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 in related field.

 

Experience:

• Working in higher education administration, preferably in faculty affairs.
• Providing direct client services, preferably in support and training in use of business systems.
• Working in a complex organizational structure.
• Experience with online records, databases, and workflow management tools.
• Overseeing quality-control for detailed records, demonstrated excellence with accuracy and attention to detail.

 

Technical Skills or Knowledge:

• Proficiency in standard productivity tools (e.g. Microsoft Office, Workday, Interfolio).

Preferred Competencies

• Demonstrated experience handling highly confidential and sensitive materials and situations.
• Work effectively with moderate supervision; effectively manage a heavy workload and meet tight deadlines.
• Excellent skills in organization, multi-tasking.
• Excellent inter-personal skills.
• Effective communication skills.

Working Conditions

• This position will be eligible for a hybrid work schedule pending periodic performance evaluations.

Application Documents

• Resume/CV (required)
• Cover Letter (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
 

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.