Works with the Program Director(s) to monitor and manage the day-to-day administration of the academic program(s) and addresses student concerns as they develop.
Maintains active, professional engagement with students enrolled in the program(s).
Monitors course registration and addresses registration issues (both at the student level and at the course level).
Tracks student academic progress and milestones using university systems and processes (producing regular program reports and student communications).
Manages and archives data related to course offerings, schedules, and enrollments.
Maintains records of faculty membership in assigned graduate program(s) and thematic education areas.
Works with faculty leadership on the documentation and implementation of academic policies, curriculum requirements, program admission decisions, and events.
Supports effort on new, competing renewal and annual progress reports for training grants.
Serves as an administrative nexus between the academic program(s) and the Office of the Dean of Students, developing an understanding of the relevant roles, policies, and objectives in each area and communicating between the two to ensure appropriate administrative coordination and holistic student support.
Coordinates with other members of the education team on recruitment and outreach strategies and communications.
Manages the organization and delivery of special events for the graduate program(s), such as the annual admissions weekends, new student orientation, and annual cohort gatherings (in coordination with the Dean of Students Office and other PME staff).
Supports the organization and delivery of division-wide student events, e.g., convocation and graduation.
Provides data analysis and reports upon request from senior administrators such as the Dean of Students and the Senior Associate Deans.
Partners with Alumni Relations & Development, the Office of Dean of Students, and Career Development to track the outcomes and career trajectory of program alumni.
Develops positive and active working relationships with internal and external constituents at varying levels of leadership including but not limited to the Registrar, the Bursar, University and Divisional Deans' Offices, the College, the Physical Sciences Division, the Biological Sciences Divisions and others to facilitate synergies across departments related to programming, resolution of student questions and concerns, and other matters of common interest.
Maintains the website(s) and student manual(s) for assigned graduate program(s).
Assists with planning and implementing program marketing activities, including the development of publications and Web site.
May review work of and serve as a resource to program support staff and program instructors.
Performs other related work as needed.
Bachelor's degree with a minimum of three years of relevant administrative experience working with students.
Advanced degree in higher education, physical sciences, or engineering and/or three years of administrative experience in student affairs administration.
A minimum of three years of relevant experience working with students and experience in a college or university, preferably in a research institution.
Proven experience in identifying needs, proposing, and implementing solutions in administrative processes.
Experience demonstrating a high level of sensitivity and discretion when dealing with confidential situations.
Experience managing large amounts of data and producing data analysis under tight deadlines.
Good judgment and capacity to balance competing goals.
Technical Skills or Knowledge:
Strong computer skills, including knowledge of word processing, spreadsheets, and databases.
Knowledge of the University of Chicago's admissions and aid procedures.
Familiarity with the academic research enterprise and higher education structures highly.
Demonstrated flexibility and ability to multi-task on frequent and constantly changing demands.
Ability to effectively communicate with faculty, graduate students, and various administrative offices at all levels of the University.
Excellent written and oral communication skills to communicate effectively and cultivate positive working relationships with students, staff, faculty, and the general public.
Excellent interpersonal skills, including outstanding judgment, discretion, a strong ethical approach to decision-making, and a demonstrated ability to maintain confidentiality.
Demonstrated relationship management skills, including teamwork, collaboration, and conflict management.
Ability to work independently and as a part of a team, take direction, and achieve consensus.
Excellent organizational and analytical skills, problem-solving ability, and attention to detail.
Ability to manage day-to-day duties with efficiency and coordinate multiple long-term projects effectively.
Ability to manage and analyze large data sets.
Ability to meet deadlines.
Ability to identify answers and resolve problems independently.
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