Associate Director, Academic Affairs

Overview

Job Location:
Chicago, IL

Department
 

BSD OAA – Office of Academic Affairs

About the Department
 

The BSD’s Office of Academic Affairs is a service-oriented and compliance unit in the Dean’s Office devoted to overseeing faculty searches, managing institutional data, and reviewing proposals from appointive units for research appointees, visitors, academic affiliates, other academic appointees, and faculty. The BSD OAA plays a critical role in the BSD in training, supporting, and advising academic administrators and departmental leadership.

Job Summary
 

Reporting to the BSD Assistant Dean and Senior Director of Academic Affairs, the Associate Director will contribute to improving, refining, and simplifying processes related to the management of over 2,000 academic personnel, affiliates, and visitors. In addition to facilitating communication between the Office of Academic Affairs and appointive units within the Division of the Biological Sciences on federal/state/University/Divisional statutes, policies, guidelines, and practices, the Associate Director will develop and deliver training materials for departmental academic affairs administrators. The associate director will work closely with chairs, executive administrators, and academic affairs administrators not only to assist in anticipating issues and preemptively solving problems that may arise in the course of academic review, but also to develop tools, standards, and practices that will streamline the recruitment and the human resources management of faculty and other academic appointees. The Associate Director will also contribute to 1) the ongoing development, implementation, and curation of web-based materials and forms; 2) conducting research and drafting reports on policies and practices at peer institutions with academic medical centers; 3) other projects as assigned, including monitoring departmental compliance with the Division’s Affirmative Action Plan.

Responsibilities

• Manages the day-to-day operations of the Office of Academic Affairs functions to support faculty and academic appointee compliant search, recruitment, outreach, and appointment efforts.  

• Assumes comprehensive responsibility for the drafting, review, assembly, and submission of materials in support of divisional appointive actions.

• Serves as a resource to faculty and faculty administrative leaders on university policy and process matters and on BSD’s academic guidelines.

• Utilizes oral and written communication skills to promote and ensure efficient processing compliance.

• Contributes to process improvement as an advocate for clinical and basic science departments.

• Drafts correspondence on faculty and other academic appointee matters on behalf of the Dean of the designates.

• Processes visa materials, working with the University’s Office of International Affairs.

• Organizes and manages the divisional electronic files, databases, and website for efficiency and improved user experience.

• 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.

• Creates and disseminates new employee orientation, regular ongoing training, and educational materials for departmental academic affairs administrators, executive administrators, and other senior leaders such as department chairs and section chiefs as needed.

• Prepares and presents analyses, reports, and marketing materials to a wide variety of both internal and external audiences. Participates and contributes on a variety of committees/teams and with a diverse array of colleagues and partners.

• Conducts research and data gathering (e.g., Internet research, surveys), project planning, and implementation for a wide range of projects.

• 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 5-7 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 a related field.

• Master’s degree strongly preferred.

Experience:

• Experience creating and delivering educational workshops and/or material; instructional design.

• Experience managing a team and influencing without direct oversight in a complex environment.

• Experience in Academic Affairs, Human Resources, or other relevant experience in an academic environment.

• Demonstrated experience delivering quality customer service.

• Experience using and applying data analytics to diagnose problems and implement appropriate solutions.

• Strong written and oral communication skills.

• Experience with Adobe and MS Office including Excel and PowerPoint.

• Experience with Workday human resources data system or similar HR platform.

• Website design and management.

​Preferred Competencies

• Ability to foster a culture of inclusion by appreciating and respecting diversity.

• Exceptional organizational and analytical skills. 

• Ability to contribute to an environment where teams are committed to achieve institutional goals.

• Ability to partner with different levels of the organization to achieve results.

• Exceptional attention to detail and strong level of professionalism in the quality of work completed.

Working Conditions

• Office Environment.

Application Documents

• Resume (required)

• Cover Letter (preferred)

Job Family
 

Academic Affairs

Role Impact
 

Individual Contributor

FLSA Status
 

Exempt

Pay Frequency
 

Monthly

Scheduled Weekly Hours
 

40

Benefits Eligible
 

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.