Overview

Job Location:
1307 E. 60th Street

Department
 

Harris School Academic Appointments

About the Department
 

Why Policy? For a better world. Why Harris Public Policy? Because when it comes to better policymaking, evidence matters. We work at the frontiers of data collection and analysis, using the latest technology and social science methods to design policies that work for society. We conduct rigorous inquiry in an environment of innovation and risk taking. We collaborate across the private, public, and nonprofit sectors, adopting new methodologies to drive better solutions. We engage with our city, our world, and our leaders every day to evaluate and test our ideas. And we lead with our passion for driving social change, knowing that passion alone does not equal impact.

Job Summary
 

The Assistant Director of Academic Appointments and Faculty Affairs performs complex and diverse duties in support of the day-to-day operations of the Academic Appointments department within Business Operations with a focus on academic hiring, all aspects of student employment, and visa processing for academics. The Assistant Director of Academic Appointments and Faculty Affairs provides support to leadership by supporting faculty and academic appointment processes.

Responsibilities

  • Work with Senior Director of Academic Appointments and Faculty Affairs on academic appointments.

  • Works with the Senior Director of Academic Appointments and Faculty Affairs on academic and faculty appointments.

  • Manages academic job posting process; prepares job postings for approval, uploads postings on Interfolio and external posting sites.

  • Manage communication and hiring of postdoctoral scholars, part-time lecturers, visitors, and other non-tenure track academic appointments.

  • Draft appointment letters for academic hires.

  • Create internal policies related to academic visitor requests.

  • Work with Harris Centers on implementing processes related to visitors, understanding hiring needs and duration of stay.

  • Coordinate with Business Operations team on office space, computing needs, and the like for academic appointees.

  • Work with UChicago Office of International Affairs on visa processes and related work authorization issues for Harris academic appointees.

  • Partner with Senior Director on onboarding of academic hires.

  • Implement and maintain consistent and efficient processes for the overall management of new appointments.

  • Maintain up-to-date recordkeeping and filing.

  • Enter employment and payroll related actions into Workday.

  • Resolve office problems and facilitate solutions, conferring with supervisor to resolve the most complex issues.

  • Handle highly sensitive and confidential information using considerable tact, diplomacy and discretion.

  • Prepare correspondence, memoranda, and offer letters.

  • Implement special projects related to faculty and academic appointments.

  • Perform other related duties as assigned.

  • Provide lead support and coordination of research and teaching assistants.

  • Partner with and support Harris faculty regarding requests for the hiring of research assistants, both full-time and part-time employees and student hires.

  • Serve as resource on hiring processes and requirements; ensuring the hiring manager is aware of HR procedures and practices.

  • Work with Office of International Affairs as appropriate on visa needs.

  • Designs and implements processes for streamlining student hiring.

  • Create internal policies related to requesting research assistant and student hires.

  • Review and manage the time records of student research assistants at Harris, consulting with the supervisor as necessary and correcting records, as needed.

  • Coordinate with academic and student affairs and other departments regarding Teaching Assistant needs and execute the appropriate hiring process.

  • Manage the onboarding of international students, ensuring all appropriate documentation is recorded and uploaded into Workday.

  • Follow up with necessary contacts to ensure timely processing of all onboarding tasks.

  • Develop working relationships with University administrative units, such as Payroll, Workday Support, and Student Employment.

  • Oversee Teaching Assistant budget to ensure wage accuracy and to determine spending trend.

  • 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.

  • May process job postings for faculty and other academic appointments.

  • 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 2-5 years of work experience in a related job discipline.


Certifications:

Preferred Qualifications

Education:

  • Bachelor’s degree.

Experience:

  • Strong interpersonal, customer service and problem-solving skills.

  • Advanced MS Outlook and efficient MS Word, Excel, and PowerPoint and database skills.

  • Experience working in HR department and handling confidential information.

Technical Skills or Knowledge:

  • Advanced MS Outlook and efficient MS Word, Excel, and PowerPoint and database skills.

Preferred Competencies

  • Ability to handle sensitive and confidential situations/information with absolute discretion.

  • Excellent oral and written communication skills.

  • Demonstrated ability to review and prioritize work without advance approval.

  • Flexibility to take initiative and complete projects with minimal supervision.

  • Ability to maintain calm and courteous demeanor while working productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

Application Documents

  • Resume/CV (required)

  • Cover Letter (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

Requires Compliance with University Covid-19 Vaccination Requirement
 

Yes

Drug Test Required
 

No

Health Screen Required
 

No

Motor Vehicle Record Inquiry Required
 

No

Posting Statement
 

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

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.