Career Center

Job Description:

Student Affairs:

• Manage record-keeping to monitor student progress toward completion of program requirements; troubleshoot studentsâ™ quarterly course registration issues, as needed; advise students on requirements, completion deadlines, and necessary actions related to academic requirements.
• Maintain various publications for the departmentâ™s academic programs, including the departmental website, work with SSD and College to prepare communications and events to increase awareness of departmentâ™s academic programs.
• Manage updates to the College Catalog and Graduate Announcements (as relevant).
• Manage event planning and day-of logistics to promote the departmentâ™s curricular and co-curricular programs, including open-houses, student recruiting, and new-student orientation.
• Coordinate the assignment of Teaching Assistants (TA) and other instructional support for the departmentâ™s courses; process TA and related appointments.
• Coordinate with other offices on wide-range of matters related to student academic progress and student life, including SSD Dean of Students, College Dean of Students, Campus and Student Life, and others.
• Prepare reports for faculty and department leadership on individual studentâ™s academic progress and aggregate data on department-wide trends in student affairs.
• Support PhD student admissions and recruitment; compile, format, and present admissions data to support the admissions committee and SSD Dean of Students and keep accurate records on the trajectories of alumni via periodic surveys of former students.
• Coordinate with the Local Business Center in SSD to monitor event expenses and prepare reports on event costs and ensure accurate and timely payment of invoices, reimbursement for graduate student research and travel expenses, and payment of graduate student workshop coordinators.

Grant management:

• Manage all aspects of federal pre-doctoral training grant from the Institute of Education Sciences, including supporting the PI and Associate Director to maintain accurate and timely records of student progress toward obtaining the PhD Certificate in Education Sciences; monitor and assist Institute of Education fellows through educational and research milestones of program participation; work with the Dean of Students Offices in participating academic units to ensure students receive their certificates and ensure accurate and timely reporting to funding agencies.
• Support the Chair, Associate Director and Education Workshop Committee to manage all aspects of the weekly Education Workshop Lecture series, including scheduling rooms for weekly meetings, ordering food, and coordinating travel arrangements, itineraries, meals with faculty and students, reimbursements, and honoraria for visiting speakers.
• Serve as primary contact person between the Institute of Education Sciences and the Program Director (COE Chair) regarding program operations, administration, quarterly and annual reporting and compliance issues required by the Department of Education.

General administrative support:

• Provide professional administrative support by overseeing all facets of management for the Committee on Education Chair.
• Coordinate travel arrangements for the Chair, ensuring that all necessary files, materials, and supplies are assembled including detailed travel itinerary (domestic and international).
• Answer, screen, and direct communications with utmost courtesy, professionalism, and confidentiality.
• Triage emails and telephone calls for action; resolve routine and complex inquiries; compose and edit emails, letters, memos, reports, and meeting agendas.
• Initiate correspondence and draft other written materials.
• Maintain all departmental files and records.
• Provide support for the academic appointment process.
• Assist in preparation of faculty annual reports using Interfolio.
• Prepare and coordinate letters of recommendation for Fellows and students.
• Organize on and off-campus meetings.
• Maintain listservs of faculty and students.
• May create other reports for grants and contracts.
• Performs some routine and complex assignments for the unit usually in the areas of finance, event planning or support services. Initiate the hiring process of students and staff for a unit, which includes the processing of payroll.
• Responsible for training office staff on office procedures and compliance protocols. Coordinates special projects.
• Performs other related work as needed.

Preferred Qualifications

Education:

• Bachelorâ™s degree.
• Master's degree.

Experience:

• A minimum of three years of professional full-time administrative experience in college/university student affairs administration.
• Experience advising students.

Technical Skills or Knowledge:

• Proficiency in Microsoft Office software (Word, Excel, Outlook).

Preferred Competencies

• Demonstrated record of excellence in providing a high level of service to students and faculty; capacity to engage with student and faculty with sympathy, professionalism, and discretion.
• Handle multiple tasks simultaneously, working under tight deadlines, with a high degree of professionalism and attention to detail.
• Capacity to work both independently with self-direction and initiative and as an effective member of a team.
• Excellent interpersonal, oral, and written communication skills.
• Work in a demanding, fast-paced environment, manage time wisely and prioritize effectively.
• Capacity to learn new software and operating procedures.

Application Documents

• Resume/CV (required)
• Cover letter (required)
• References (required)

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.

About University of Chicago (UC)

One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.

Connections working at University of Chicago (UC)