Develops, manages, and analyzes budgets and makes short- and long-term plans for endowed and gift funds and for capital proposals; drafts student teaching budgets; conducts regularized variance analysis on the budgets and provides ad hoc reporting; oversees department spending, reimbursements, and general finances.
Strategizes and implements long-range plans to improve operational functions; develops and maintains policies and guidelines as appropriate; consults with divisional administrative staff as needed.
Advises the department Chair and/or faculty committees on upcoming projects well in advance of execution, e.g., project scope, deadlines, etc.
Manages the administrative processes for the degreed program; advises students about administrative degree requirements and other concerns, forwarding pedagogical or life crises situations to others; oversees administrative components of cyclical projects ranging from PhD admissions, orientation, registration and advising, to meeting milestones, ensuring degree and teaching requirements are met. Ensures records are kept current, especially for faculty advising and other relevant purposes; develops reports on all aspects of student information including enrollment strategies. Conducts the scheduling of dissertation proposals and defenses. Provides the necessary paperwork for qualifying papers, proposals, defenses, and candidacy to the necessary advisors, dissertation chairs, and to the Division upon completion. Proofs dissertations for correct formatting and works with the Dissertation Office to ensure timely submission of dissertations.Â Â Â
Maintains course scheduling; ensures timeliness; analyzes course enrollments to identify curricular opportunities or challenges; manages course submissions and proofs with the Office of the Registrar.
Serves as primary liaison and resource for faculty recruitment and on-boarding processes as well as for hiring lecturers and language instructors; guides academic search committees and works in consultation with the Divisionâ™s Director of Academic Affairs; drafts letters and memos on behalf of the department Chair.Â Tracks and organizes faculty annual reports and review processes; assists the Department Chair as needed.
Working with faculty and student committees, contributes to the planning of departmentally sponsored events and ensures the events are well executed by following through on all logistics from inception to tear down; provides guidance on how student or faculty led workshops, conferences, or other ancillary departmental events (readings, performancesâ¦) can be adequately staffed. Oversees the execution of programmatic events for graduate students, including prospective student visit days, orientation, and other social events.
Develops marketing materials, setting style and content of web pages; maintains the Departmentâ™s website keeping information up-to-date; generates text materials about the program to send to potential applicants / post on the web; creates content for and posts on social media.
Supervises one part-time support staff.
Serves as the point person for information about the program and department and as the conduit between the Department and the Division; ensures all office operations are in working order, e.g., physical space needs, supply inventories, office equipment, housekeeping matters, etc.
Uses moderate/solid understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
Analyzes program budgets and recommends or makes budgetary recommendations.
Performs other related work as needed.
Background managing multiple projects simultaneously and effectively.
Working knowledge with standard computer programs (e.g. MS Office Word, and Excel, standard email and internet applications).
Prior experience with managing finances or with creating a budget.
Technical Skills or Knowledge:
Effectively and routinely use University systems such as the Financial Accounting System, Business Objects, the General Expense Management system, and others.
Use Excel at an intermediate level.
Maintain a website including developing content.
Design posters or publicity material.
Develop content for and post on social media sites.
Excellent writing skills in English with proofreading and editing accuracy, coupled with the ability to write in the voice of others.
Work effectively in a complex administrative structure.
Project manager/leader expertise.
Srategize effectively and have strong analytical skills.
Develop and maintain a budget and produce budget/financial reports at a momentâ™s notice.
Extrapolate information from central university systems, and provide data analysis and regular reporting.
Time management, being organized, prioritization.
Skilled manager with leadership qualities.
Develop programming to enhance the student experience.
Recognize when student needs should be taken to a higher level.
Have strong attention to detail while also maintaining perspective on the overall needs.
Develop marketing materials including using graphic design programs.
Meet deadlines, maintain confidentiality, anticipate and resolve problems, work independently and as part of a team.
Cultivate strong, positive working relationships with and treat and provide service equally to a large and varied set of constituents, such as faculty members, individual students and student groups, foreign visitors, and representatives of other administrative units.
Walk to various parts of campus.
Set up and take down event space including lifting up to 25 pounds.
Work an occasional weekend or evening, most likely only a few times per year.
Letter of Interest in this position (required)
References Contact Information (3)(required)
Please attach a response to this scenario:Â Each year, the Department must put together a teaching plan for the next academic year. The end result of this process is a complete set of courses taught by faculty, lecturers, visitors and graduate students, assignments of teaching assistants as appropriate, a full schedule of days, times and room assignments for each class, and a full set of course descriptions, with all of the crucial information provided to the registrar and also made available on the Department website. How would you go about making this happen? Â What kind of information would you need to get, and from whom? How would you compile and track this information?Â What would be your strategy for asking for it and how would you communicate with the relevant constituents? (required)
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