Supports the work of the Program Directors and implements plans and priorities for the undergraduate and graduate programs.
Serves as the primary program administrators for the graduate and undergraduate programs, 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.
Serves as the primary liaisons between the academic programs and the Office of the Dean of Students, in areas which include: admissions, enrollment, student support, and key recruitment and engagement events, registration, curricular engagement, and communications.
Serves as lead on the planning and implementation of key events and meetings, such as recruitment events, open houses, new student orientation, and admitted student weekends.
Provides data analysis, updates, and regular reports on admission, enrollment, student academic progress, outcomes, and career trajectory of alumni, and other reports upon request from the Vice Dean and Directors.
Oversees the recruitment and assignment of graduate student teaching assistants (TAs) and graders based on course needs, collaborating with human resources to ensure that these positions are hired, onboarded and paid in a timely manner each quarter.
Works with the Director of Budget and Accounting to provide financial information for the academic programs, and makes recommendations for efficient 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.
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 and graduate 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.
Supports visiting instructor appointments in coordination with the Directors.
Works with the Director of Corporate Engagement and the Director of Career Development to support PME career placement and alumni networking activities for students including career fairs, career development workshops, and alumni events.
Maintains student manuals for graduate programs.
Supports efforts on new, competing renewal and annual progress reports for training grants.
Solves problems in areas such as academic and administrative policy, student admissions, curriculum research and development, and budget development.
Recommends process improvements for programs that relate to critical student-life improvement, including emergency management, accommodations for students with disabilities, and/or the administration of health care services and programs for students.
Performs other related work as needed.
Degree in higher education, student development, student affairs, physical sciences, or engineering.
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.
Knowledge of the University of Chicago's admissions and aid procedures.
Familiarity with the academic research enterprise and higher education structures.
Technical Skills or Knowledge:
Proficiency in Microsoft suite (Word, Excel, PowerPoint), Zoom, Adobe, and Slate.
Experience working with large data sets.
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.
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)
List of Professional References â“ 3 (Required)
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