Supports the work of the Program Director(s) and implements plans and priorities for the undergraduate and graduate programs.
Serves as the primary program administrator for the undergraduate program, focused on developing positive and active working relationships with internal and external constituents at varying levels of leadership, including but not limited to: Alumni Relations and Development, Admissions and Career Advancement, the Registrar, the Bursar, University and Divisional Deans' Offices, the College, Argonne National Laboratory, 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.
Oversees the work of the Academic Program Coordinators for the graduate programs to ensure program administration and delivery, success in student academic engagement initiatives, and that program events are well organized and implemented.
Serves as the primary liaison between the academic programs and the Office of the Dean of Students in the areas of admissions, enrollment, student support, and key recruitment and engagement events.
Facilitates communication and administrative coordination between the two areas including but not limited to: registration, curricular engagement, communications, student engagement programming, and student support.
Coordinates with other members of the education team on recruitment and outreach strategies and communications.
Oversees accurate tracking and reporting between the two areas. Provides data analysis, updates, and regular reports on admission, enrollment, student academic progress, outcomes, and career trajectory of program alumni, and other reports upon request from senior administrators.
Measures the results of ongoing project activities and identifies opportunities to streamline processes and eliminate barriers to accurate and efficient work.
Provides financial and budget oversight for the academic programs as well as allocation of resources.
Manages and archives data related to course scheduling and course enrollments; communicates with the Registrar regarding course implementation, including in the initial implementation of the schedule for classes, proofing the class schedule, and updating course enrollment capacities.
Manages and archives data related to graduate student teaching assistant (TA) assignments; communicates TA assignments to the Dean of Students Office and HR.
Assists with the annual review of the course catalog and implements updates for the undergraduate and graduate programs.
Monitors course registration and addresses registration issues (both at the student level and at the course level).
Coordinates basic academic advising to undergraduate students about course selection, academic program expectations, and navigating the overall curriculum.
Maintains records of faculty membership in assigned academic 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.
Assists with planning and implementing program communication and marketing activities, including developing publications and maintaining the website.
May review work and serve as a resource for program support staff and instructors.
Maintains student manual(s) for assigned graduate program(s).
Supports efforts on new, competing renewal and annual progress reports for training grants.
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.â‹
Degree in higher education, student development, student affairs, physical sciences, or engineering.
A minimum of three years of experience working in student affairs administration 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:
Ability to operate Microsoft Word, Excel, the internet, and email at the intermediate level.
Knowledge of the University of Chicago's admissions and aid procedures.
Familiarity with the academic research enterprise and higher education structures.
Familiarity with web-based information management systems.
Demonstrated ability to prioritize work in order to take appropriate actions without advanced approval and ensure close attention to detail.
Ability to independently and proactively resolve problems.
Demonstrated flexibility and ability to multi-task on frequent and constantly changing demands.
Ability to effectively communicate with faculty, 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 part of a team, take direction and achieve consensus.
Excellent organizational, project management, and analytical skills.
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.
Cover Letter (required)
Writing Sample (required)
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