Department Administrator at The University of Chicago in Chicago, Illinois

Job Description:

Department

SSD: Political Science - Staff and Temporary Employees



About the Department

The Department of Political Science at the University of Chicago is a pioneer in the development of social scientific understandings of government and politics and one of the nation's leading political science departments. With approximately 40 faculty members, 80-90 PhD students, and 110 undergraduate majors per year, it is one of the larger departments in the Division of Social Sciences. It is a lively and collegial department, with a robust slate of events, visiting speakers, and visiting faculty. Major department business each year includes faculty promotions and the hiring of new faculty.



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.


From the very beginning, the Department of Political Science at the University of Chicago has been a pioneer in the development of social scientific understandings of government and politics.



Responsibilities

• Manages daily administrative operations of the departmental office and support the day-to-day administrative needs of the Chair.
  
  


• Assists the Chair in the general administration of the Department including tracking deadlines for budgets, making travel arrangements, scheduling meetings and keeping him/her informed of pending projects, deadlines, and problems. Prepares confidential correspondence.
  
  


• Oversees and manages all department accounts. Creates financial budget reports and projections for review. Researches and analyzes data for reporting tools.
  
  


• Submits regular service payments via Oracle and GEMS. Processes travel reimbursements, vendor payments and speaker honorariums.
  
  


• Manages the administrative processes for faculty and academic non-faculty recruitment, appointments and promotions. Assists faculty committees with faculty recruitment, appointment and retention.
  
  


• Supports faculty with academic, pedagogical, and professional development activities, provide logistical support, and advertising for all events.
  
  


• Coordinates arrangements for visiting professors, official guests and speakers including their appointments, lodging, and lecture rooms.
  
  


• Places facilities requests for building maintenance and upkeep. Purchases supplies for the office and coordinates office catering needs.
  
  


• Initiates and coordinates the hiring process of student workers.
  
  


• Gathers faculty yearly teaching plans to produce the department's quarterly Schedule of Courses and maintains the department's course information in CIM to produce the Schedule of Courses and Graduate Announcements and College Catalog.
  
  


• Maintains/updates the department's website, including posting events and news items.
  
  


• Prepares written, graphical, audio, and visual material to support the communications to press and government agencies.
  
  


• Assists in the design and planning of communications strategies.
  
  


• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
  
  


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


• 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:

• Bachelor's degree.
  
  

Experience:

• Office management experience.
  
  


• Event planning and coordination experience.
  
  


• Experience coordinating domestic and international travel arrangements.
  
  


• Familiarity with university processes such as academic hiring, budgeting, visa processing, etc.
  
  


• Experience working with faculty.
  
  

Technical Skills or Knowledge

• Proficiency of MS Office software, HTML and Drupal proficiency and experience.
  
  


• Working experience in database, spreadsheet and word processing software applications.
  
  

Preferred Competencies

• Familiarity with general business practices.
  
  


• Commitment to providing a high level of service and working in a team environment.
  
  


• High degree of professionalism.
  
  


• Attention to detail.
  
  


• Forward, creative, proactive thinking.
  
  


• Work effectively and collegially with various campus offices.
  
  


• Excellent interpersonal, oral and strong written communication skills.
  
  


• Handle multiple tasks simultaneously and under tight deadlines.
  
  


• Strong analytical and organizational skills.
  
  


• Work in a fast-paced environment.
  
  


• Excellent reading, writing, verbal communication, organizational and interpersonal skills.
  
  


• Work independently and with a high degree of initiative.
  
  


• Manage time wisely and prioritize effectively.
  
  


• Handle sensitive and confidential situations and information with absolute discretion.
  
  

Application Documents

• Resume/CV (required)
  
  


• Cover Letter (required)
  
  


• Professional 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

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