Academic Support Administrator
The University of Chicago

Chicago, Illinois

This job has expired.


Department

HUM Staff: Art History - Administration

About the Department

The Department of Art History at the University of Chicago distinguishes itself with a combination of global scope, object-driven research, and committed interdisciplinarity. The department's robust initiatives are supported by a team of three staff who collaborate to create and implement efficient and compassionate administrative support. Staff are responsible for guiding administrative processes related to the graduate and undergraduate programs, including but not limited to course offerings, academic appointments, student positions, department events, external funding opportunities, and budget. The team strives to continuously identify opportunities for enhancing processes and interactions within our department, university, and extended communities.

Job Summary

The Academic Support Administrator (ASA) is responsible for synthesizing and transforming complex information and issues into creative solutions and approaches. This position is a vital first point of contact for PhD and undergraduate students as well as faculty regarding program requirements and academic policies. Working collaboratively with supervisor, Chair, department colleagues, and relevant units in the Humanities Division, the College, and University, the ASA organizes and coordinates the administrative work of the graduate and undergraduate programs and supports the academic appointment processes for faculty and other academic appointees. The ASA reports to the Financial and Academic Affairs Administrator (FAAA) and indirectly to the Department Chair.

This position is eligible for some remote/hybrid work arrangements.

Responsibilities

  • Develops high-level, thorough understanding of Department and University policies.
  • Collaborates and consults with staff and relevant administrators such as FAAA, Director of Graduate Studies (DGS), Director of Undergraduate Studies (DUS), Architecture Minor Advisor, MAPH (Master of Arts Program in the Humanities), Art History Faculty Advisor, Faculty, and Department Chair.
  • Conscientiously coordinates the administrative work of the graduate and undergraduate programs by interpreting policy, assisting students and administration with admissions/recruitment, tracking degree requirements, organizing courses and teaching responsibilities, following up on job placement / alumni, notifying students about internships and professional opportunities, matching students with advisors, and other related activities.
  • Maintains accurate records on student fellowships and financial aid, provides reporting and other related information as needed.
  • Schedules courses and classrooms, incorporating the needs of other University and external partners; tracks and maintains bidding and enrollment reports; supports course registration and curricular initiatives. Maintains course records.
  • Works with faculty on various related committees regarding the Department's degree programs, student progress, and internal fellowship competitions.
  • Advises faculty and FAAA about student concerns; discerns when issues need to be elevated and to whom; provides data as needed.
  • Maintains electronic records and collects data for grant reporting. Attends faculty meetings as appropriate.
  • Assists students and faculty seeking information about student affairs policies, FERPA compliance, and Title IX referrals; represent the department in student affairs training sessions.
  • Supports the appointment and other academic processes for faculty and other academic appointees. Includes tracking OAA appointment planning, helping to develop job ads, meeting requirements and deadlines, drafting memos for Chair, assisting with on-boarding academics from initial communications and making travel arrangements to acclimating them to the Department, University, and City, supporting unionized lecturer reviews.
  • Uses general understanding and experience to administer the delivery of services to program participants and/or beneficiaries.
  • Interacts with faculty, researchers and staff for committee work or information.
  • 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 ---
Certifications:


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Preferred Qualifications

Education:
  • College or university undergraduate degree.

Experience:
  • Two years of relevant experience.

Technical Skills or Knowledge:
  • Proficiency with Microsoft Word, Excel, Outlook, and a capacity to learn new database/reporting software.
  • Knowledge of Mac computers, PeopleSoft, Photoshop, InDesign, and Drupal.

Preferred Competencies
  • Critical thinking and creative problem solving.
  • Self-motivated to seek answers to new questions and continuously refine approaches/processes.
  • High level of attention to detail and ability to be accurate.
  • Commitment to flexibility, adaptability, and team building.
  • Compose original communications in English that are accurate, concise, and provide clear action items for recipients.
  • Edit and proofread documents in English at a high level.
  • Maintain confidentiality and use discretion.
  • Create and maintain a professional network of administrators within the University.
  • Recognize and anticipate multiple factors that impact the particular project at hand.
  • Meet deadlines and complete work on time.
  • Keep tasks and documentation organized.
  • Take direction from faculty and staff supervisors.
  • Maintain a website.
  • Interact with others in a positive and supportive manner.
  • Familiarity with the University and City of Chicago.

Required Documents
  • Resume/CV (required)
  • Letter of Interest in the 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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