Academic Affairs and Operations Manager
The University of Chicago

Chicago, Illinois


Department

HUM Staff: Music

About the Department

The Department of Music offers graduate degrees in Composition, Ethnomusicology, and Music History and Theory and an undergraduate Bachelor of Arts degree in Music. It is recognized as one of the premiere departments in the world for the academic study of music and musical composition. The Department regularly hosts a lecture series and typically supports 2-3 faculty-led conferences each year. Additionally, the Department hosts a thriving performance program encompassing four choirs, two orchestras, a jazz ensemble, a Middle East music ensemble, a percussion ensemble, an early music ensemble, a large wind ensemble, a South Asian vocal ensemble, an Afro-Cuban ensemble, programs in chamber music, piano and voice. These performance groups and programs produce, and are otherwise involved with, numerous concerts, master classes, and performance residencies. The Department also has an Artist-in-Residence program, oversees the Don Michael Randel Ensemble in Residence, and provides support to the Chicago Center for Contemporary Composition. It has a partnership and co-supervisory relationship with the University's professional music presenting organization, UChicago Presents.

Job Summary

The Academic Affairs and Operations Manager supervises the staff of the Department's degree program, ensuring smooth operations, continuous improvement, and a high level of faculty and student support. The role manages and monitors the Department's budget on behalf of the Department Chair, supervising a large volume of payments and ensuring compliance with budget priorities through the reconciliation of a large number of accounts. In addition to serving as a budget manager, this role also onboards and monitors student workers and works collaboratively across the various units and affiliates of the Department, including the performance program, the Don Michael Randel Ensemble in Residence, UChicago Presents, and the Chicago Center for Contemporary Composition. The Manager is responsible for oversight of all of the facilities encompassed by Goodspeed Hall, including the CHIME electronic music studio, Fulton Recital Hall, and a group of practice rooms. This role manages the faculty lifecycle for the Department (search, review, promotion, tenure) with a high level of discretion and according to strict guidelines, and oversees staff who implement the student affairs lifecycle (admissions, recruitment, curriculum, review, student support) on behalf of the faculty. The Manager works with all units within and affiliates of the Department to provide operational leadership and ensure best practices, including initiating facilities projects, orienting independent contractors, overseeing technology purchases, ensuring security (building access), and facilitating public event planning for the Department as a whole. The Manager supervises three direct staff reports (an Operations & Technology Assistant, a Student Affairs Administrator, and Department Assistant), monitoring their work and providing regular feedback.

While aspects of this position may involve hybrid work as approved, there will be regular in-person oversight of colleagues and service.

Responsibilities

  • Provides high level and accurate budget management and reporting for a complex department with multiple funding sources, working with faculty and divisional leaders to recommend long-term strategy and uphold best practices of nonprofit accounting.
  • Oversees a high volume of payments to contractors and vendors.
  • With a high degree of confidentiality and tact, assists the Department Chair in managing the faculty lifecycle, providing direct staffing to faculty search, recruitment, reviews, promotion, and tenure according to strict guidelines.
  • Serves as an effective chief of staff for the Department, overseeing direct reports and working collaboratively with lateral colleagues in related units, to ensure continuous improvement of faculty and student service and ensuring compliance with Human Resources policies and best practices.
  • Ensures the smooth operations of the PhD degree program, working with faculty and the Student Affairs Administrator to track milestones, ensure accuracy of the undergraduate and graduate curriculum, and implement recruitment and retention programming.
  • Works across multiple units to facilitate day-to-day operations including facilities/capital projects, technology and musical instrument procurement, insurance inventories, and building access/security.
  • Answers queries from the general public (prospective students and faculty, prospective donors, and other departments) and other units in the University and explains the department's programs, referring to other staff as appropriate.
  • Sets and communicates program priorities and performance standards and assesses operations using these criteria. Plans and conducts quality assurance reviews and recommends changes as appropriate.
  • Analyzes program budgets and recommends or makes budgetary recommendations.
  • 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 2-5 years of work experience in a related job discipline.
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Certifications:


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Preferred Qualifications

Education:
  • Bachelor's and/or Master's degree in a field of HR, finance, student affairs or music/performing arts are all viable paths.

Experience:
  • Five years relevant experience.
  • Supervisory experience.
  • Experience implementing continuous process improvements.

Technical Skills or Knowledge:
  • High acumen with accounting software and the ability to interpret financial documents.
  • Understand music scholarship (music history, theory, and ethnomusicology) and performance traditions (including improvisatory, non-Western, classical, and contemporary traditions) in order to understand and explain the impact of the Department.

Preferred Competencies
  • Collaborative.
  • Highly detail-oriented within a fast-paced environment, delegating and ensuring completion of a wide range of tasks.
  • Collaborative relationships with staff of other units, serving as a local resource for referring to other university offices.

Working Conditions
  • Office environment.

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

Administration & Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Requires Compliance with University Covid-19 Vaccination Requirement

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.



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