Department Administrator at The University of Chicago in Chicago, Illinois

Job Description:

Department

SSD: Committee on Social Thought - Staff and Temporary Employees



About the Department

The John U. Nef Committee on Social Thought is an interdisciplinary, Ph.D. granting graduate program. Its guiding principle is that the serious study of many academic topics is best prepared for by a wide and deep acquaintance with the fundamental issues presupposed in all such studies. Students should learn about these issues by acquainting themselves with a select number of major ancient and modern texts in an interdisciplinary atmosphere, reading and studying these books in discussion groups, tutorials, seminars, and independently. In their dissertations, students do intense work on more specific scholarly topics, but always inspired by and with a desire to be in conversation with a wider intellectual culture.



Job Summary

The job provides professional support and solves straightforward problems for a broad range of business operations and academic activities. May develop and implement office procedures and policies and ensures compliance. May prepare and monitor the budget for a unit.


Reporting to the Department Chair, the Administrator manages the daily operations and administrative functions of the department, including supporting faculty and students, and managing all logistical details for departmental programming and activities.



Responsibilities

• Assists the Chair in all aspects of general administration of day-to-day operations, including tracking deadlines for internal and external business, identifying and communicating problems in a timely manner, coordinating departmental activities such as workshops, faculty meetings and special events (e.g., beginning of the year party), collecting data, preparing reports, and disseminating information as required.
  
  


• Manages the recruitment, appointment, and orientation processes for faculty and other academic appointments.
  
  


• Oversees and manages all department operating and discretionary accounts:
  
  


• Manages department's physical space, including coordinating offices for visitors and teaching fellows, maintaining lounge and mailroom, and keeping classroom and event schedules and event requests for department seminars.
  
  


• Coordinates special projects, as needed.
  
  


• Supports faculty, students, and visitors (Visiting Professors, Visting Scholars, and Non-Degree Visiting Students) with academic, pedagogical, and professional development activities.
  
  


• Assembles, disseminates, and maintains the CST undergraduate and graduate course teaching schedule.
  
  


• Coordinates varied types of arrangements for official department visiting faculty and other official guests, including assistance with travel, lodging, event venues, catering, publicity, and event tech, processing reimbursements and honoraria.
  
  


• Manages and updates departmental website.
  
  


• Maintains graduate student records, arranges Fundamentals (qualifying) examinations and doctoral presentations, and communicates results to SSD Dean of Students office and others as required.
  
  


• Enters all student program and progress tracking data into relevant University systems (AIS, Stellic, etc.).
  
  


• Advises graduate students regarding departmental PhD requirements.
  
  


• Manages PhD admissions review process, coordinates prospective student visits and new student orientation.
  
  


• Assists graduate students with course registration issues/adjustments;
  
  


• Facilitates the quarterly degree-audit process for graduating PhDs in coordination with the Dissertation Office.
  
  


• Maintains/updates department program requirement information on department website and in designated announcement spaces (Canvas).
  
  


• Solicits and manages student applications for summer funding, academic-year travel funding, and prizes, working closely with Chair and DGS; processes relevant stipend adjustments.
  
  


• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
  
  


• Assists in the monitoring of the various financial and budgetary activities, including vendors contracts. Preparing and monitoring the budget for a unit.
  
  


• Performs other duties as assigned.
  
  

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




Experience:

• Experience in student affairs administration and/or advising students.
  
  


• Experience coordinating special events from start to finish.
  
  


• Familiarity with basic office management and procedures such as scheduling, hiring, budgeting, personnel, etc.
  
  


• Solid working experience in database, spreadsheet, and word processing software applications (Microsoft, Adobe, Google Forms, BOX).
  
  


• Experience working with faculty.
  
  

Preferred Competencies

• Familiarity with general business practices.
  
  


• Commitment to providing a high level of service.
  
  


• High degree of professionalism.
  
  


• Attention to detail.
  
  


• Creative, proactive thinking.
  
  

Application Documents

• Resume (required)
  
  


• Cover letter (required)
  
  


• References (required)
  
  

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



Job Family

Administration & Management



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

$58,041.40 - $75,112.40
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