Job Description:

• Provides operational, administrative and strategic leadership to ensure the daily operations of the department run smoothly.

• Establishes department policies and systems to improve and streamline processes in a number of operational areas including reimbursement, file management, retention, security, and safety, ensuring the department continues to follow the appropriate University guidance.

• Maintains and updates central resources for staff and faculty including training materials, forms and important information.

• Serves as departmental liaison to the PSD Deanâ™s Office, OIA , PSD Alumni Relations and Development, PSD Communications, and other units across campus to troubleshoot issues.

• Directs administrative support for departmental committees.

• Works closely with Chair to support diversity and inclusion in efforts with the goal of creating a more positive community within the department.

• Liaisons with other academic units both internal and external to the PSD to ensure that there is appropriate coordination of student and faculty support for joint appointees.

• In consultation with the Chair and University leadership, develops and maintains flexible and informed responses to external shifts that impact departmental life.

• Provides practical and effective guidance for leadership transitions within the Department.

• Develops the departmental operating budget and provides oversight of departmental spending in collaboration with the Local Business Center (LBC).

• Works closely with the LBC to track accounts, resolve complex financial issues, and ensure compliance with University directives.

• Approves purchases, maintains departmental records, and provides perspective and written reports to the chair and others as required.

• Reviews departmental purchase requests.

• Oversees reimbursement and direct payment to faculty, staff, visitors, and vendors.

• Ensures GEMS card reconciliation occurs and is tracked.

• Supervises administrative support staff.

• Directly supervises the administrative staff and manages staff recruitment, hiring, training, and retention for staff positions within the department.

• Develops and maintains the employee performance review process for the department including the establishment of annual performance goals and core staff professional development.

• Oversees annual merit increase process for staff.

• Manages all of the administrative aspects of faculty recruitment, hiring, reappointment, and tenure process, including advising faculty on the appointment process to ensure compliance with University policies.

• Prepares drafts of faculty appointment case materials for the Chair, following the Universityâ™s guidelines.

• Manages the appointment process for OAA, union lecturers, CASE and visiting faculty.

• Provides practical oversight for the search, appointment and reappointment of all postdoctoral fellows and scholars within the department.

• Monitors time/attendance and approves vacations for core departmental staff.

• Works with the OIA to process visas for faculty, students and visitors and troubleshoot any visa-related issues.

• Manages the quarterly process of hiring undergraduate assistants and students working within the department. This includes writing and posting job descriptions, student onboarding, and regular time approval.

• Maintains knowledge of all departmental human resource functions and does ongoing professional development to ensure compliance with all University policies and federal regulations.

• Directly supervises a student affairs administrators for the Statistics and CAM programs, in collaboration with faculty leadership programs to ensure that graduate and undergraduate students receive appropriate pay and support to successfully complete their degree at the University of Chicago.

• Works collaboratively with the Director of Graduate Studies (DGS) and other faculty leadership to ensure that the departmental administration provides appropriate support for the departmentâ™s graduate program (s).

• Troubleshoots complex matters related to student affairs including student wellness, academic performance, disputes, visa questions, and other concerns identifying when to escalate the issue to leadership within the department, division, or University.

• Works with the student affairs administrator to ensure that each PhD studentâ™s support is updated on a quarterly basis to align with the faculty memberâ™s funding, troubleshooting funding issues with the LBC when needed.

• Serves as an advisor to students and/or mentors when concerns are raised related to the mentoring relationship, bringing in the chair, DGS or Dean of Students office when needed.

• Initiates and develops strategies for outreach/support for undergraduates, graduate students, and postdocs including career days, reading seminars and journal clubs.

• Consults regularly with the faculty leads for the undergraduate and graduate program to ensure there is appropriate communication, coordination and planning related to research workshops and town halls.

• Provides oversight for graduate student recruitment including planning open house and orientation programs.

• Works closely with the Chair and faculty to develop, organize, and host departmental events and programs including but not limited to departmental conferences, special events, named lectures, weekly colloquia, faculty and student workshops, local and international conferences.

• Coordinates with the Chair to draft edit, and distribute departmental communications, including both regular updates on departmental occasions and memos, letters, and emails.

• Prepares and distributes essential documents and communications for departmental faculty meetings.

• Ensures the departmental website, newsletter, and social media are updated on a regular basis.

• Communicates with the PSD Director of Communication to ensure that important discoveries, news or accomplishments are highlighted by central communication channels.

• Coordinates with PSD Director of Design and Construction and facilities team to plan and coordinate long-term repairs and capital renovation projects.

• Coordinates key/key card administration, room assignments, and building safety.

• Works collaboratively with the building manager to coordinate office/teaching lab renovations and maintenance activities such as painting, moving, or renovations.

• Develops and proposes new projects in collaboration with the chair and the faculty, serving as an advocate for departmental facility needs.

• Coordinates departmental efforts to collaborate with external professional organizations to develop new opportunities and programs for students, faculty or postdocs.

• Coordinates with development officers to review alumni and partner involvement in departmental activities.

• Provides assistance and logistical support for pipeline programs and summer research educational experiences led by faculty within the department.

• Uses best practices to develop and execute organization's operational and overall strategic plan. Develops and implements relevant policies and procedures and ensures compliance.

• Plans, develops, analyzes and manages budget, including developing multi-year budget forecasts. May oversee the preparation and management of grant and contract proposals, ensuring compliance with all University, federal and private foundation guidelines and regulations. Develops financial reports and assists with seeking funding for grants.

• Performs other related work as needed.

Preferred Qualifications

Experience:  

• Supervisory experience.

• Progressively responsible administrative experience.

• Experience working in a University or similar organization.

• Proficiency with expense reimbursement systems such as GEMS.

• Proficiency with word processing applications and spreadsheets.

Technical Knowledge or Skills:

• Excellent verbal and written communication skills.

• Ability to multi-task and track multiple simultaneous projects.

• Ability to work productively despite competing priorities, complex problems, and tight deadlines.

• Ability to take initiative and organize and complete projects with minimal supervision.

• Ability to handle sensitive and confidential situations and information with absolute discretion.

• Ability to use appropriate resources to resolve an issue.

• Knowledge of visa-related processes/communications/liaisons for international recruits.

Application Documents

• Resume (required)

• Cover Letter (required)

• References (preferred)

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 the Applicant Inquiry Form.

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: 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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