Assistant Dean, Students, Student Financials, and Registration at The University of Chicago in Chicago, Illinois

Job Description:

Department

HUM Staff: Div Admin DOS Dean of Students



About the Department

The Dean of Students Office within the Division of the Humanities provides clear and critical support structures to students and advances the academic mission through an inclusive and student-centered approach. In collaboration with the departments within the Division of the Humanities as well as the broader University community, the office supports students' education and development both inside and outside the classroom.



Job Summary

Reporting to the Dean of Students, the Assistant Dean of Students, Student Financials and Registration has responsibility for matters related to divisional events, registration, enrollment status changes, financial aid administration, teaching appointment oversight, and fellowship competition management. The Assistant Dean of Students is responsible for the accurate allocation of approximately $40 million in divisional student financial aid.


Candidates, please upload all required material to be considered (resume, cover letter, and references).



Responsibilities

• Manages the administration of approximately $40 million in divisional student financial aid, ensuring the funding is drawn from the appropriate accounts, entered into the University's financial aid system, and recorded in divisional files/databases.


• Manages the annual student financial aid renewal process, working with the departments on their students' eligibility for funding, communicating with students about financial disbursements, and informing students about changes in financial aid allocations.


• Manages the dissertation fellowship competition, works with faculty on the selection of fellowship recipients, notifies recipients of the awards, and coordinates adherence to University and Divisional policies on fellowship eligibility.


• Coordinates with departments and centers on their fellowships, including FLAS, Nicholson, and CSGS.


• Oversees endowment funding allocations and works with appropriate campus partners to ensure student/donor recognition.


• Administers the dissertation research travel grant, placing parameters on applications, communicating with students/departments regarding awards and reimbursements.


• Coordinates with the Office of the Registrar, Graduate Financial Aid, Office of the Bursar/Campus and Student Life to resolve discrepancies in student information kept in the University's Academic Information System (AIS) and provides feedback to these offices when changes in student status in the registration component are not accurately reflected in the financial aid and/or billing components of AIS.


• Processes student leave of absences and withdrawals, reviews documentation, and makes appropriate stipend adjustments.


• Manages candidacy requirements, time to degree expectations, and maximum time limit enrollment situations with departments/programs, and changes enrollment status when appropriate.


• Pulls student holds on a weekly basis to review for changes in enrollment status related to unresolved restricted registration.


• Manages registration concerns/questions, add/drop processing, and communications with departments/programs regarding registration policies.


• Ensures adherence to institutional policies and procedures. Works closely with the Offices of the Registrar, Bursar, Graduate Financial Aid, International Affairs, UChicagoGRAD, Humanities departments, and other areas as required.


• Attends monthly Assistant/Associate Dean of Students meetings.


• Assists with the Divisional Convocation ceremony coordination, managing staff volunteers and training, day-of-event logistics, confirming enrollment status of graduates, and supporting the convocation team.


• Organizes the Divisional Orientation, including reserving space, inviting speakers, ordering swag, communicating with incoming students, and tracking responses.


• Assists students with a range of straightforward enrollment and billing problems by analyzing possible solutions using standard procedures.


• Coordinates the financial aid award process for a designated group of students by coordinating the cycle of awards and reviewing and revising aid application materials. Reviews and packages financial aid awards.


• Analyzes the maximum aid needed to students yet remain within government guidelines and overall budget limitations for aid distribution.


• Communicates financial aid policies and programs to currently enrolled students with moderate guidance.


• 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:




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Preferred Qualifications




Education:

• Advanced degree in a humanistic field or higher education administration.

Experience:

• At least 2 years of progressively responsible experience in higher education.


• Demonstrated experience in managing financial aid processes and billing, registration, fellowships, and event planning.


• Financial management experience.

Technical Skills or Knowledge:

• Advanced skills in Microsoft platforms.


• Create tools to track and analyze data; ability to convey data.


• Excellent computer skills, including knowledge of word processing, spreadsheets, and databases.


• Expertise in data management and analysis.

Preferred Competencies

• Excellent written and oral communication skills to communicate effectively and cultivate positive working relationships with students, staff, faculty, and the general public.


• Excellent interpersonal skills including outstanding judgment, discretion, a strong ethical approach to decision-making and a demonstrated ability to resolve conflicts fairly and diplomatically.


• Maintain confidentiality.


• Manage records and maintain financial aid accounts with superior accuracy.


• Work independently, take direction, and achieve consensus.


• Knowledge of registration, billing and financial aid procedures.


• Excellent organizational skills, problem-solving, and attention to detail.


• Manage day-to-day duties with efficiency and coordinate multiple long-term projects effectively.


• Good judgment and capacity to balance competing goals.

Working Conditions

• Set up and break down equipment for related events.


• Travel with minimal frequency.


• Hybrid working hours.

Application Documents

• Resume/CV (required)


• Letter of Interest in this position (required)


• References Contact Information (3)(required)

When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.



Job Family

Student Affairs & Services



Role Impact

Individual Contributor



Scheduled
Weekly Hours

37.5



Drug Test Required



No



Health Screen Required



No



Motor Vehicle Record Inquiry Required



No



Pay Rate Type

Salary



FLSA Status

Exempt



Pay Range

$62,000.00 - $75,000.00
The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.



Benefits Eligible

Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.



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. Apply Now